[HRMS] Timekeeping Guidance for the Independence Day Holiday

HR Important Message HR-FSUimportantmessage at fsu.edu
Thu Jul 2 09:59:26 EDT 2020 

[Office-Human-Resources-V_for_email]


An important message from FSU Office of Human Resources

This message has been approved by Christine Conley, Senior Associate Director of Attendance & Leave, for distribution to all Department Representatives.

Department Representatives and Supervisors: Please read the following message in its entirety.

The Independence Day holiday will be observed on Friday, July 3, 2020. The payroll processing schedule<http://www.hr.fsu.edu/PDF/Publications/timeandleave/NormalPayrollSchedule.pdf> for Pay Period 'A' is normal.

To be paid for the holiday, USPS, A&P, Executive Service (AEX), and Faculty employees should be in pay status (either working or on approved leave) at least a portion of the scheduled workday before the holiday.

  *   Full-time employees receive 8 hours of leave for holidays. Part-time employees receive a proportionate number of leave hours for holidays based on their FTE.
Ø  Example - While a 1.0 FTE employee gets 8 hours of paid holiday leave for each day, a 0.75 FTE employee would get 6 hours of paid holiday leave.

  *   If you have employees on alternate schedules (full-time or part-time), they should be advised in advance to work the appropriate hours for the workweek of July 3, 2020 - July 9, 2020, based on the amount of holiday leave they receive for the holiday.

Reporting the Independence Day Holiday for July 3 - July 9 Workweek:

Elapsed Timesheet

  *   DO NOT ENTER TIME FOR THE HOLIDAY for A&P, AEX, USPS, or Faculty employees using the elapsed timesheet.
  *   The OMNI HR elapsed timesheet will show no hours (blank) for July 3. The holiday hours will be added in automatically by the system. See example below:
                             [cid:image003.png at 01D65054.560436C0]

Punch Timesheet

  *   Nonexempt USPS employees using the USPS punch timesheet must enter their holiday hours for July 3. See example below:

[cid:image004.png at 01D65054.560436C0]


OPS Employees
OPS employees are not eligible to receive holiday pay.

  *   OPS Nonexempt Employees (paid for time worked) do not receive holiday pay. Only the hours actually worked should be reported on the timesheet.

  *   OPS Exempt Employees (Grad Assistants/Adjuncts/OPS Faculty) do not report time on their timesheets. If the employee is funded during the holiday period, the system will generate pay based on their appointment.

Compensatory Leave
Due to a reduced footprint on FSU campus, the majority of employees should not be working over their scheduled hours in a workweek. However, if a full-time USPS or A&P employee worked on the holiday and/or beyond the required number of hours for the workweek, the Time Reporting Code of "Straight Time Comp Earned - REGCE" should be reported as described in the following scenarios:
A&P Exempt
·         Use "Straight-time Comp Earned - REGCE" if the employee worked on the holiday (July 3) and worked more than the required 32 hours during the holiday workweek (8 hours maximum REGCE allowed).
USPS Nonexempt
·         Use "Straight-time Comp Earned - REGCE" if the employee worked more than the required 32 hours during the holiday workweek (8 hours maximum REGCE allowed).
If an employee physically worked more than 40 hours during the holiday workweek, do one of the following:

  *   To generate Overtime Comp Leave Earned - enter OTCCE for the hours over 40.
  *   To generate Overtime Pay - enter either OVHHP or REGHP for the hours over 40.

USPS Exempt
·         Use "Straight-time Comp Earned - REGCE" if the employee worked more than the required 32 hours during the holiday workweek (8 hours maximum REGCE allowed).
If an employee physically worked more than 40 hours during the holiday workweek, do one of the following:

  *   To generate Straight-time Comp Leave Earned - enter REGCE for the hours over 40.
  *   To generate Pay at the Straight-time Rate - enter REGHP for the hours over 40.


Other Types of Leave

Employees on Emergency FMLA

Emergency FMLA is available to employees who are unable to report to work or work remotely due to caring for a child where the school or place of care has been closed. Eligible employees must apply and be approved for the Emergency FMLA. If approved, the first two-weeks is designated as either Emergency Sick Leave, their own personal leave, or leave without pay. Employees who are out on continuous leave MUST report FMLAT on the holiday. If the employee is on intermittent FMLA, do not report FMLAT for the holiday.

Elapsed/Exempt timesheet example for the holiday workweek:

Fri
7/3
Sat
7/4
Sun
7/5
Mon
7/6
Tue
7/7
Wed
7/8
Thu
7/9



8
8
8
8
Paid Family Medical Leave - PDFML


2.67
2.67
2.67
2.67
Sick Leave Taken - SKCHT
8


8
8
8
8
Family Medical Leave Act - FMLAT

Punch/Nonexempt timesheet example for the holiday workweek:


Time Reporting Code
Quantity
Fri - 7/3
Holiday - HOLHT
Family Medical Leave Act - FMLAT
8
8
Sat - 7/4


Sun - 7/5


Mon - 7/6
Paid Family Medical Leave - PDFML
Sick Leave Taken - SKCHT
Family Medical Leave Act - FMLAT
8
2.75
8
Tue - 7/7
Paid Family Medical Leave - PDFML
Sick Leave Taken - SKCHT
Family Medical Leave Act - FMLAT
8
2.75
8
Wed - 7/8
Paid Family Medical Leave - PDFML
Sick Leave Taken - SKCHT
Family Medical Leave Act - FMLAT
8
2.75
8
Thu - 7/9
Paid Family Medical Leave - PDFML
Sick Leave Taken - SKCHT
Family Medical Leave Act - FMLAT
8
2.75
8

Employees on Workers' Compensation

Since most of these employees are receiving Workers' Compensation payment for approximately 2/3 of their wages, their holiday pay should be proportional (approximately 1/3). Both the Workers' Compensation and the holiday amounts need to be reported on the timesheet.

Elapsed timesheet example for the holiday workweek:

Fri
7/3
Sat
7/4
Sun
7/5
Mon
7/6
Tue
7/7
Wed
7/8
Thu
7/9

5.25


5.25
5.25
5.25
5.25
Workers Comp - WKCHT


2.75
2.75
2.75
2.75
Sick Leave Taken - SKCHT
-5.25






Holiday - HOLHT

Punch timesheet example for the holiday workweek:


Time Reporting Code
Quantity
Fri - 7/3
Holiday - HOLHT
Workers Comp - WKCHT
2.75
5.25
Sat - 7/4


Sun - 7/5


Mon - 7/6
Sick Leave Taken - SCKHT
Workers Comp - WKCHT
2.75
5.25
Tue - 7/7
Sick Leave Taken - SCKHT
Workers Comp - WKCHT
2.75
5.25
Wed - 7/8
Sick Leave Taken - SCKHT
Workers Comp - WKCHT
2.75
5.25
Thu - 7/9
Sick Leave Taken - SCKHT
Workers Comp - WKCHT
2.75
5.25

Employees on Military Leave
All military time reporting codes allow the employee to be paid for holidays; they should not report anything on an official holiday. Refer to the Military Leave Checklist<http://www.hr.fsu.edu/PDF/Forms/timeandleave/Military%20Leave%20Checklist.pdf> for departments located on the HR Forms page for a complete list of military time reporting codes.

Elapsed timesheet example for the holiday workweek:

Fri
7/3
Sat
7/4
Sun
7/5
Mon
7/6
Tue
7/7
Wed
7/8
Thu
7/9


8
8
8
8
Military Leave w/o Pay - MLWHP

Employees on Family and Medical Leave
If an employee is on continuous FMLA, they MUST report FMLAT on the holiday. If the employee is on intermittent FMLA, do not report FMLAT for the holiday. (The following is only an example of an elapsed timesheet. The corresponding leave code can be sick leave, vacation leave, straight time compensatory leave, overtime compensatory leave, or leave without pay).

Elapsed timesheet example for the holiday workweek:

Fri
7/3
Sat
7/4
Sun
7/5
Mon
7/6
Tue
7/7
Wed
7/8
Thu
7/9

8


8
8
8
8
Family Medical Leave Taken - FMLAT



8
8
8
8
Sick Leave Taken - SKCHT


Resources
Department Representatives should review time entry queries and myFSU BI reports to ensure their department's timekeeping is compliant with University guidelines. Please reference the time entry guidance on the HR website<http://hr.fsu.edu/?page=attendance_leave/attendance_leave_dept_payroll_responsibilities>.

Questions? Contact an Attendance & Leave representative<http://hr.fsu.edu/?page=about_hr/contact/contact&group=section>.

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