When and How to Report and Approve Time during the Winter Recess December 2016

November 17, 2016

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

By this date

Who

This must be completed

Thursday, December 1 by 5:00 PM.

Reporters

Time and absence entry deadline for the weekly period of 11/27-12/03.

  • weekly check of 12/9
  • biweekly check of 12/9

Friday, December 2 approve absences by 3:30 PM and the timesheet BEFORE 5:00 PM.

PeopleSoft Release 46 system going down at 5:00 until Mon 8:00 AM

Approvers

Time and Absence approval deadline for the period of 11/27-12/03.

Thursday, December 8  by 5:00 PM.

Reporters

Time & absence entry deadline for the weekly period of 12/04-12/10.

  • weekly check of 12/16
  • biweekly check of 12/22

Friday, December 9 approve absences by 3:30 PM and the timesheet by 5:00 PM.

Approvers

Time and absence approval deadline for period of 12/4-12/10.

Monday , December 12

Approvers and HR Payroll Processors

Have you checked your VPN access?

Before the break, login from home using VPN and make sure you can run your payroll reports.

Wednesday, December 14  by 5:00 PM.

Reporters

Time & absence entry deadline for the weekly period of 12/11-12/17.

  • weekly check of 12/22
  • biweekly check of 12/22

Thursday, December 15 approve absences by 3:30 PM and the timesheet by 5:00 PM.

Approvers

Time and absence approval deadline for period of 12/11-12/17.

Friday, December 16 by 5:00 PM.

(OPTIONAL*)

Benefits eligible reporters only

If not working the recess week, enter HOL for the period of 12/26-1/2/17.

Monday, December 19

(OPTIONAL*)

Approvers

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

Wednesday, December 21 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 12/18-12/24.

  • weekly check of 12/30
  • biweekly check of 01/6

Thursday, December 22 approve absences by 3:30 PM and the timesheet by 5:00 PM.

Approvers

Time and absence approval deadline for period of 12/18-12/24

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

Overtime Eligible and Admin Professional

Thursday, December 22nd for the week of 12/4-12/17

Student and non-student temporary workers

 
Thursday, December 22nd for the week of 12/11-12/17

Service and trades workers

Clerical/technical workers

**NOTE:  Weekly checks dated December 30th will be delivered to University Mail Services for distribution on December 30, 2016. Employees wishing to pick up their check may do so on Friday, December 30th   between 10:00 a.m. - 12:00 p.m. ,  at the Harvard University 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 departments on Tuesday January 3rd.

This announcement only pertains to the distribution of checks for weekly paid employees. Employees with direct deposit will receive their pay on their scheduled pay dates of December 30th  and their paper advice after the holiday break. Please remind employees that they can view their online pay advices through PeopleSoft Employee Self Service

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

12/23 (Fri)

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 23rd.)    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).

12/24 (Sat)

N/A

REG

Your regular pay, but not floating holiday.

12/25 (Sun)

N/A

REG

Your regular pay, but not floating holiday.

12/26 (Mon)

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).

12/27 (Tue)

HOL

REG

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

12/28(Wed)

HOL

REG

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

12/29 (Thur)

HOL

REG

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

12/30 (Fri)

HOL

REG

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

12/31 (Sat)

N/A

REG

Your regular pay, but not floating holiday.

01/01 (Sun)

N/A

REG

Your regular pay, but not floating holiday.

1/02 (Mon)

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).

Notes:

  • 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.
    • 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.
  • The maximum value of a floating holiday earned or paid is one-fifth of the employee's scheduled hours for the week.
  • 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.
See also: Live, November 2016