[HRMS] Timekeeping Guidance for Winter Break

Wed Dec 14 09:01:32 EST 2022

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An important message from FSU Office of Human Resources

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

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

The Christmas, Winter Break, and New Year's Day holidays occur over two pay periods and three pay weeks. The week of December 16 - 22 occurs in Pay Period 'M', which is an accelerated payroll. Please refer to the payroll processing schedule<https://hr.fsu.edu/sites/g/files/upcbnu2186/files/PDF/Publications/timeandleave/Alternate-Payroll-Schedule-M-10-18.pdf> for Pay Period 'M'. The week of December 23 - 29 and December 30 - January 5 occurs in Pay Period 'N', which is a normal payroll processing schedule.

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.
     *   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 December 16 - 22 and December 30 - January 5 based on the amount of holiday pay they will receive.

Reporting Winter Break, Christmas, and New Year's Day Holidays:

Elapsed Timesheet

  1.  DO NOT ENTER TIME FOR THE HOLIDAY for A&P, AEX, USPS, or Faculty employees using the elapsed timesheet.
  2.  The OMNI HR elapsed timesheet will show no hours (blanks) for December 21 - January 2. See the examples below:
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Punch Timesheet

  *   Nonexempt USPS employees using the USPS punch timesheet (only) must enter their holiday hours for December 21 - January 2. See the examples below:

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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 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, the system will generate pay based on their appointment.

Compensatory Leave
Full-time employees scheduled to work over the Winter Break may be eligible for "Winter Holiday Comp Earned - WTRCE" or "Straight Time Comp Earned - REGCE" per the below guidelines:
A&P Exempt
Workweek 12/16/22-12/22/22
*         Use "Winter Holiday Comp Earned - WTRCE" if the employee works on December 21 and/or 22 and works more than 24 hours during the first holiday week (Daily maximum of 8 hours WTRCE allowed).

Workweek 12/23/22-12/29/22
*         Use "Straight-time Comp Earned - REGCE" if the employee works on December 26 (8 hours maximum REGCE allowed).
*         Use "Winter Holiday Comp Earned - WTRCE" if the employee works on December 23, 27, 28, and/or 29 (Daily maximum of 8 hours WTRCE allowed).

Workweek 12/30/22-1/5/23
*         Use "Straight-time Comp Earned - REGCE" if the employee works on January 2 and works more than the required 24 hours during the holiday week (8 hours maximum REGCE allowed).
*         Use "Winter Holiday Comp Earned - WTRCE" if the employee works on December 30 and works more than the required 24 hours during the holiday week (Daily maximum of 8 hours WTRCE allowed).

USPS Nonexempt & USPS Exempt
Workweek 12/16/22-12/22/22
*         Use "Straight-time Comp Earned - REGCE" if the employee works more than the required 24 hours during the first holiday week and the work is not performed on December 21 or 22.
*         Use "Winter Holiday Comp Earned - WTRCE" if the employee works on December 21 and/or 22 and works more than the required 24 hours during the first holiday week.
*         Combined REGCE and WTRCE for USPS nonexempt employees should not exceed 16 hours during the first holiday week.

Workweek 12/23/22-12/29/22
*         Use "Straight-time Comp Earned - REGCE" if the employee works on the weekend and/or December 26.
*         Use "Winter Holiday Comp Earned - WTRCE" if the employee works on December 23, 27, 28, and/or 29.
*         Combined REGCE and WTRCE for USPS nonexempt employees should not exceed 40 hours during this holiday week.

Workweek 12/30/22-1/5/23
*         Use "Straight-time Comp Earned - REGCE" if the employee works more than the required 24 hours during the holiday week and the work is not performed on December 30.
*         Use "Winter Holiday Comp Earned - WTRCE" if the employee works on December 30 and works more than the required 24 hours during the holiday week.
*         Combined REGCE and WTRCE for USPS nonexempt employees should not exceed 16 hours during the first holiday week.

If a USPS Nonexempt employee physically works more than 40 hours during one of the holiday workweeks, do one of the following:

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

If a USPS Exempt employee physically works more than 40 hours during one of the holiday workweeks, do one of the following:

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

Other Types of Leave

Employees on Workers' Compensation

Since most of these employees receive 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 first and second holiday workweeks:

Fri
12/16
Sat
12/17
Sun
12/18
Mon
12/19
Tue
12/20
Wed
12/21
Thu
12/22

5.25

5.25
5.25
5.25
5.25
Workers Comp - WKCHT
2.75

2.75
2.75
Sick Leave Taken - SKCHT

-5.25
-5.25
Holiday - HOLHT
  Fri
12/23
Sat
12/24
Sun
12/25
Mon
12/26
Tue
12/27
Wed
12/28
Thu
12/29
5.25

5.25
5.25
5.25
5.25
Workers Comp - WKCHT
-5.25

-5.25
-5.25
-5.25
-5.25
Holiday - HOLHT

Punch timesheet example for the first holiday workweek:

Time Reporting Code
Quantity
Fri - 12/16
Sick Leave Taken - SCKHT
Workers Comp - WKCHT
2.75
5.25
Sat - 12/17

Sun - 12/18

Mon - 12/19
Sick Leave Taken - SCKHT
Workers Comp - WKCHT
2.75
5.25
Tue - 12/20
Sick Leave Taken - SCKHT
Workers Comp - WKCHT
2.75
5.25
Wed - 12/21
Holiday - HOLHT
Workers Comp - WKCHT
2.75
5.25
Thu - 12/22
Holiday - HOLHT
Workers Comp - WKCHT
2.75
5.25

Employees on Parental Leave and/or Family and Medical Leave
If the employee is on continuous or intermittent FMLA and/or PARENTAL LEAVE, do not report FMLAT and/or PARLV for the holidays.

Overseas Time Reporting
Certain non-US citizens working outside the United States must report Overseas Hours Worked (OVSEA) in conjunction with hours worked/leave. The following is an example of a full-time OPS Exempt employee approved to use this code while working overseas.
Elapsed timesheet example for the first holiday workweek:

Fri
12/16
Sat
12/17
Sun
12/18
Mon
12/19
Tue
12/22
Wed
12/21
Thu
12/22

8

8
8
8
8
Regular Hours Worked (REGHP) / Contract Hours (REGCP)
8

8
8
8
8
Overseas Hours Worked - OVSEA

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<https://hr.fsu.edu/sections/attendance-leave/department-payroll-responsibilities>.

Questions? Please contact a member of the Attendance & Leave staff<https://hr.fsu.edu/about-us/contacts?tid=16>.

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