When and How to Report and Approve Time during the Winter Recess December

November 20, 2014

Due to Harvard's winter recess, it is necessary to shift the deadlines for the submission of paperwork and the reporting and approving of time. Below is a highlight of important deadlines. For a full schedule, please see the Payroll and Time & Labor Closings Calendar.

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By this date

Who

This must be completed

Thursday, December 4 by 5:00 PM.

 

Reporters

Time and absence entry deadline for the weekly period of 11/30-12/06.

  • weekly check of 12/12
  • biweekly check of 12/12

Friday, December 5 approve absences by 3:30 PM and the timesheet BEFORE 5:00 PM.

PeopleSoft Release 40 system going down at 5:00 until Mon 8:00 AM

Approvers

Time and Absence approval deadline for the period of 11/30-12/06.

Thursday, December 11  by 5:00 PM.

Reporters

Time & absence entry deadline for the weekly period of 12/07-12/13.

  • weekly check of 12/19
  • biweekly check of 12/26

Friday, December 12 approve absences by 3:30 PM and the timesheet by 5:00 PM.

Approvers

Time and absence approval deadline for period of 12/7-12/13.

Monday , December 15

Approvers and HR Payroll Processors

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Wednesday, December 17  by 5:00 PM.

Reporters

Time & absence entry deadline for the weekly period of 12/14-12/20.

  • weekly check of 12/26
  • biweekly check of 12/26

Thursday, December 18 approve absences by 3:30 PM and the timesheet by 5:00 PM.

Approvers

Time and absence approval deadline for period of 12/14-12/20.

Friday, December 19 by 5:00 PM.

(OPTIONAL*)

Benefits eligible reporters only

If not working the recess week, enter HOL for the period of 12/29-1/2/15.

Monday, December 22

(OPTIONAL*)

Approvers

Advance approval for managers (approvers) who would like to approve their employees’ hours before recess break.

Wednesday, December 24 by 5:00 PM.

Reporters (who do not report hours in advance of recess break or worked over recess).

Time & absence entry deadline for the weekly period of 12/21-12/27.

  • weekly check of 01/02
  • biweekly check of 01/9

Thursday, December 25 approve absences by 3:30 PM and the timesheet by 5:00 PM.

Approvers

Time and absence approval deadline for period of 12/21-12/27

Week of New Year’s returns to the normal reporting /approving schedule of Thursday/Friday.

*Managers (approvers) can request their time reporters to report their time in advance for the recess period starting in the second week of December. The manager can approve that time soon as it is reported. The optional reporting/approving deadlines noted in the grid can be used by the schools/units to formalize a communication to their reporters/approvers a deadline for reporting/approving the recess break hours.

There are NO changes to the paydays for the overtime-eligible staff during the holiday recess.

This group

Will be paid

Student and non-student temporary workers

Friday, December 26 for the workweek ending 12/20

Service and trades workers

Friday, December 26 for the workweek ending 12/20

 

 

Clerical/technical workers

Friday, December 26 for pay period ending 12/20

Student and non-student temporary workers

Friday, December 26 for workweek ending 12/20

Service and trades workers

Friday, December 26 for workweek ending 12/20


**NOTE:  Checks, designated for university distribution, will be available for pick up from 9:00a.m. - 1:00 p.m. Friday, December 26th at the Harvard University Employee's Credit Union. (16 Dunster Street). Employees must show an HUID card to pick up checks.

Many users have also asked which time types to use when reporting time over the winter recess. Here are some guidelines for clerical/technical workers.

Date

If you do not work

 

If you work

What you are entitled to if you work

12/24 (Wed)

 

 

Morning

PTO

REG

If not working, you must request an absence (paid time off) for a half-day in the morning.   (System will default full day absence request to your half day hours on the 24th.)    If working, report morning hours as REG –Regular.  

 

Afternoon

HOL

HWK

Time-and-a-half for the hours worked, reported as HWK-Holiday Worked.  You are also entitled to one of the following:  

  • FHE- Floating Holiday Earned for the hours worked (see note 2 below) that you can bank and use as time off later on by reporting Floating Holiday Taken (FHT).

 OR

  • Floating Holiday Pay (FHP) for the hours worked (see note 2 below).

12/25 (Thr)

HOL

HWK

Time-and-a-half for the hours worked, reported as HWK-Holiday Worked.  You are also entitled to one of the following: 

  • FHE- Floating Holiday Earned for the hours worked (see note 2 below) that you can bank and use as time off later on by reporting Floating Holiday Taken (FHT).

 OR

  • Floating Holiday Pay (FHP) for the hours worked (see note 2 below).

12/26 (Fri)

HOL

REG

A floating holiday to be taken later (see note 3 below).

12/27 (Sat)

N/A

REG

Your regular pay, but not floating holiday.

12/28 (Sun)

N/A

REG

Your regular pay, but not floating holiday.

12/29 (Mon)

HOL

REG

A floating holiday to be taken later (see note 3 below).

12/30 (Tue)

HOL

REG

A floating holiday to be taken later (see note 3 below).

12/31 (Wed)

HOL

REG

A floating holiday to be taken later (see note 3 below).

1/01 (Thr)

HOL

HWK

Time-and-a-half for the hours worked, reported as HWK-Holiday Worked.

You are also entitled to one of the following: 

  • FHE- Floating Holiday Earned for the hours worked (see note 2 below) that you can bank and use as time off later on by reporting Floating Holiday Taken (FHT).

 OR

  • Floating Holiday Pay (FHP) for the hours worked (see note 2 below).

01/02 (Fri)

HOL

REG

A floating holiday to be taken later (see note 3 below).

Notes:

  1. The grid above refers to HUCTW and nonunion, overtime-eligible, clerical/technical employees only. For exempt employees, temps, or service/trades workers, please refer to the relevant personnel manual, union contract, or your local HR office.
    1. If you have questions regarding the payment of the holiday worked policy as detailed in the grid above, please contact your Labor Relations representative to receive clarification and/or guidance.
  2. The maximum value of a floating holiday earned or paid is one-fifth of the employee's scheduled hours for the week.
  3. Floating holiday time earned during winter recess cannot be received as pay (FHP). Employees who work on winter break must use this time as time off prior to the end of the fiscal year (6/30). Departments that have their employees record their time as FHE must not pay any unused portion of this time out to the employee at separation or as part any payout of unused floating holiday time at the end of the fiscal year. Departments may elect to have their employees' record these floating holidays outside of the system and then have them report Excused Absences when they are redeeming as time off.

Holiday Worked Time Reporting Scenarios
Extra hours for a holiday worked are not paid automatically. If an employee works on a holiday, they should report HWK to be paid at a rate of 1.5 times their normal pay for the holiday hours worked. The employee is also entitled to their regular pay for the holiday (FHP), or they may bank the time (FHE) and take time off at a later date (up to 1/5 of the employee weekly scheduled hours).

To receive it as pay:

  • The employee should report HOL for all hours not worked and HWK & FHP for all hours worked. 

To receive as time off:

  • The employee should report HWK to receive pay for the hours worked and FHE to bank the time off.  At a later date, when the time is taken, they should report FHT with a comment that it is time owed for working on the holiday.

Key points to remember about holiday reporting time codes:

HWK – Holiday Worked

  • Paid at 1.5 x Hourly Rate
  • Adds to Overtime Hours

HOL – Holiday

  • Paid at Hourly Rate
  • Adds to Overtime Hours

FHP – Floating Holiday Pay

  • Paid at Hourly Rate
  • Does not add to Overtime Hours
  • Maximum value of a floating holiday earned or paid is one-fifth of the employee's scheduled hours for the week.

FHE – Floating Holiday Earned

  • Hourly rate hours that are banked and used for time off later on
  • Does not add to Overtime Hours
  • Maximum value of a floating holiday earned or paid is one-fifth of the employee's scheduled hours for the week.

 Working on Holiday Scenarios  (all scenarios assume a M-F, 7 hours a day schedule)

1. Employee not working on Christmas Eve (12/24).

                               Report:    12/24    HOL     3.50
                                                          VAC     3.50                      

2. Employee works only the morning of Christmas Eve (12/24).

                             Report:    12/24      REG     3.50
                                                          HOL     3.50

3. Employee works her full 7 hour schedule on Christmas Eve (12/24) and elects to receive her afternoon hours as a holiday payout (FHP).

                            Report:    12/24       REG    3.50
                                                          HWK   3.50
                                                          FHP    3.50              

4. Employee works 7 hours on Christmas (12/25), elects to take floating holiday on January 2.

                            Report:   12/25        HWK     7
                                                          FHE      7

          Timesheet for next week:  01/02  FHT      7

5. Employee works 4 hours on Christmas (12/25) and elects to receive holiday payout.

                             Report:    12/25      HWK    4
                                                          HOL    3
                                                          FHP     4

6. Employee works 4 hours on Christmas (12/25) and elects to take floating holiday on January 5.

                             Report:    12/25     HWK    4
                                                         HOL     3
                                                         FHE     4

      Timesheet for the week of:  01/05   REG    3
                                                         FHT    4

7. Employee works 10 hours on New Year’s Day (1/01) and elects to receive holiday payout.

                            Report:    01/01     HWK    10
                                                        FHP     7

 

 Examples of how to report if a non-exempt benefited employee is working on one of the recess days:

Working on a Recess Day  (all scenarios assume a M-F, 7 hours a day schedule)

1. Employee works his normal shift on Friday (12/26).
                             Report:    12/26    REG      7
                                                         FHE      7*

2. Employee works a partial day on Friday (12/26).
                           Report:    12/26     REG      4
                                                       HOL      3
                                                       FHE      4*

3. Employee works 10 hours on Wednesday (12/31).
                          Report:    12/31    REG      10
                                                     FHE      7*

 

 * Departments that have their employees record their time as FHE must not pay any unused portion of this time out to the employee at separation or as part any payout of unused floating holiday time at the end of the fiscal year. Departments may elect to have their employees' record these floating holidays outside of the system and then have them report Excused Absences when they are redeeming as time off.