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, November 30 by 5:00 PM.
|
Reporters |
Time and absence entry deadline for the weekly period of 11/26-12/02.
|
Friday, December 1 approve absences by 3:30 PM and the timesheet BEFORE 5:00 PM. PeopleSoft Release 49 system going down at 5:00 until Mon 8:00 AM |
Approvers |
Time and Absence approval deadline for the period of 11/26-12/02. |
Thursday, December 7 by 5:00 PM. |
Reporters |
Time & absence entry deadline for the weekly period of 12/03-12/09.
|
Friday, December 8 approve absences by 3:30 PM and the timesheet by 5:00 PM. |
Approvers |
Time and absence approval deadline for period of 12/3-12/09. |
Monday , December 11 |
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 13 by 5:00 PM. |
Reporters |
Time & absence entry deadline for the weekly period of 12/10-12/16.
|
Thursday, December 14 approve absences by 3:30 PM and the timesheet by 5:00 PM. |
Approvers |
Time and absence approval deadline for period of 12/10-12/16. |
Friday, December 15 by 5:00 PM. (OPTIONAL*) |
Benefits eligible reporters only |
If not working the recess week, enter HOL for the period of 12/26-1/2/29. |
Monday, December 18 (OPTIONAL*) |
Approvers |
Advance approval for managers (approvers) who would like to approve their employees’ hours before recess break. |
Wednesday, December 20 by 5:00 PM. |
Reporters (who do not report hours in advance of recess break or work over recess). |
Time & absence entry deadline for the weekly period of 12/17-12/23.
|
Thursday, December 21 approve absences by 3:30 PM and the timesheet by 5:00 PM. |
Approvers |
Time and absence approval deadline for period of 12/17-12/23 |
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.
Paydays for the overtime-eligible staff during the holiday recess will be as follows:
This group |
Will be paid |
---|---|
Overtime Eligible and Admin Professional |
Thursday, December 21 for the weeks of 12/3-12/9 and 12/10 -12/16 |
Student and non-student temporary workers |
Thursday, December 21 for the week of 12/10-12/16 |
Student and non-student temporary workers |
Friday, December 29 for the week of 12/17-12/23
|
**NOTE: Checks, designated for university distribution, will be available for pick up from 10:00a.m. - 12:00 p.m. Friday 12/29 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 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.
Date |
If you do not work |
If you work |
What you are entitled to if you work |
|
---|---|---|---|---|
12/22 (Fri)
|
Morning |
PTO |
REG |
|
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:
OR
|
|
12/23 (Sat) |
N/A |
REG |
Your regular pay, but not floating holiday. |
|
12/24 (Sun) |
N/A |
REG |
Your regular pay, but not floating holiday. |
|
12/25 (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:
OR
|
|
12/26 (Tue) |
HOL |
REG |
A floating holiday to be taken later (see note 3 below). |
|
12/27(Wed) |
HOL |
REG |
A floating holiday to be taken later (see note 3 below). |
|
12/28 (Thur) |
HOL |
REG |
A floating holiday to be taken later (see note 3 below). |
|
12/29 (Fri) |
HOL |
REG |
A floating holiday to be taken later (see note 3 below). |
|
12/30 (Sat) |
N/A |
REG |
Your regular pay, but not floating holiday. |
|
12/31 (Sun) |
N/A |
REG |
Your regular pay, but not floating holiday. |
|
1/01 (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:
OR
|
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.