[HRMS] Timekeeping Guidance for the Independence Day Holiday
HR Important Message
HR-FSUimportantmessage at fsu.edu
Fri Jun 28 09:00:23 EDT 2024
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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 Independence Day holiday occurs on Thursday, July 4, 2024, and the Summer Holiday on Friday, July 5, 2024, over two workweeks and two pay periods. The Independence Day holiday occurs in Pay Period 'A', an accelerated payroll<https://nam04.safelinks.protection.outlook.com/?url=https%3A%2F%2Fhr.fsu.edu%2Fsites%2Fg%2Ffiles%2Fupcbnu2186%2Ffiles%2FPDF%2FPublications%2Ftimeandleave%2FAlternatePayrollScheduleA2024.pdf&data=05%7C02%7Chrms%40lists.fsu.edu%7C9504519e13644c6463c508dc9772460e%7Ca36450ebdb0642a78d1b026719f701e3%7C0%7C0%7C638551764259227976%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=Pn7WBfSi8tIr6XJme%2FOpzqaAJR8EWLTETdo6MIeK%2BfQ%3D&reserved=0>. The Summer Holiday occurs in Pay Period 'B,' which is a normal payroll schedule<https://nam04.safelinks.protection.outlook.com/?url=https%3A%2F%2Fhr.fsu.edu%2Fsites%2Fg%2Ffiles%2Fupcbnu2186%2Ffiles%2FPDF%2FPublications%2Ftimeandleave%2FNormalPayrollSchedule.pdf&data=05%7C02%7Chrms%40lists.fsu.edu%7C9504519e13644c6463c508dc9772460e%7Ca36450ebdb0642a78d1b026719f701e3%7C0%7C0%7C638551764262197202%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=MVJWSlpu%2BLAM1iVe8M2S5Kt4MHRV%2FDRYKVxiXQnTFe4%3D&reserved=0>.
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) for 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.
* 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 workweeks of June 28, 2024 - July 4, 2024, and July 5, 2024 - July 11, 2024, based on the amount of holiday leave they receive for the holiday.
Reporting Independence Day and Summer Holiday:
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 (blank) for July 4 and July 5. The holiday hours will be added in automatically by the system. See examples below:
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Punch Timesheet
* Nonexempt USPS employees using the USPS punch timesheet must enter their July 4 and July 5 holiday hours. See 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
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 4 or July 5) and worked more than the required 32 hours during one of the holiday workweeks (8 hours maximum REGCE for each workweek).
USPS Nonexempt
* Use "Straight-Time Comp Earned - REGCE" if the employee worked more than the required 32 hours during one of the holiday workweeks (8 hours maximum REGCE for each workweek).
If an employee physically worked 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.
USPS Exempt
* Use "Straight-Time Comp Earned - REGCE" if the employee worked more than the required 32 hours during one of the holiday workweeks (8 hours maximum REGCE for each workweek).
If an employee physically worked 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 holiday workweeks:
Fri
6/28
Sat
6/29
Sun
6/30
Mon
7/1
Tue
7/2
Wed
7/3
Thu
7/4
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
Fri
7/5
Sat
7/6
Sun
7/7
Mon
7/8
Tue
7/9
Wed
7/10
Thu
7/11
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 workweek of June 28 - July 4:
Time Reporting Code
Quantity
Fri - 6/28
Sick Leave Taken - SCKHT
Workers Comp - WKCHT
2.75
5.25
Sat - 6/29
Sun - 6/30
Mon - 7/1
Sick Leave Taken - SCKHT
Workers Comp - WKCHT
2.75
5.25
Tue - 7/2
Sick Leave Taken - SCKHT
Workers Comp - WKCHT
2.75
5.25
Wed - 7/3
Sick Leave Taken - SCKHT
Workers Comp - WKCHT
2.75
5.25
Thu - 7/4
Holiday - HOLHT
Workers Comp - WKCHT
2.75
5.25
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 June 28 - July 4 workweek:
Fri
6/28
Sat
6/29
Sun
6/30
Mon
7/1
Tue
7/2
Wed
7/3
Thu
7/4
8
8
8
8
8
Family Medical Leave Taken - FMLAT
8
8
8
8
Sick Leave Taken - SKCHT
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 who was approved to use this code while working overseas.
Elapsed timesheet example for the June 28 - July 4 workweek:
Fri
6/28
Sat
6/29
Sun
6/30
Mon
7/1
Tue
7/2
Wed
7/3
Thu
7/4
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 complies with University guidelines. Please reference the time entry guidance on the HR website<https://nam04.safelinks.protection.outlook.com/?url=https%3A%2F%2Fhr.fsu.edu%2Fsections%2Fattendance-leave%2Fdepartment-payroll-responsibilities&data=05%7C02%7Chrms%40lists.fsu.edu%7C9504519e13644c6463c508dc9772460e%7Ca36450ebdb0642a78d1b026719f701e3%7C0%7C0%7C638551764262197202%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=7vVRq%2Bt%2BlX5x7nv%2B5aNONcK4sBPhdPFDnf0a4LGCKm0%3D&reserved=0>.
Questions? Please contact a member of the Attendance & Leave staff<https://nam04.safelinks.protection.outlook.com/?url=https%3A%2F%2Fhr.fsu.edu%2Fabout-us%2Fcontacts%3Ftid%3D16&data=05%7C02%7Chrms%40lists.fsu.edu%7C9504519e13644c6463c508dc9772460e%7Ca36450ebdb0642a78d1b026719f701e3%7C0%7C0%7C638551764262197202%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=oxyuM5u40rv5%2Bi5h9XmI4P2EO6bRPhFXBYuPeFxirIo%3D&reserved=0>.
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