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.
*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.
Paydays for the overtime-eligible staff during the holiday recess will be as follows:
**NOTE: Checks, designated for university distribution, will be available for pick up from 10:00 a.m. - 12:00 p.m. on Friday 12/28 at the Harvard Universitty Employees Credit Union (104 Mt. Auburn Street.) You are responsible for notifying employees where and when checks will be available for pickup. Any checks remaining will be distributed to local deparftments on Wednesday January 2nd. Employees must have identification in order to pick up their check.
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.
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. This time must be used prior to the end of the fiscal year (6/30).
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-firth 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.
Examples of how to report if a non-exempt benefited empoloyee is working on one of thee recess days:
* 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.