When and How to Report and Approve Time during the Winter Recess December 2018

November 13, 2018

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 29 by 5:00 PM.

 

Reporters

Time and absence entry deadline for the weekly period of 11/25-12/01.

  • weekly check of 12/07
  • biweekly check of 12/07

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

 

Approvers

Time and Absence approval deadline for the period of 11/25-12/01.

Thursday, December 6 by 5:00 PM.

Reporters

Time & absence entry deadline for the weekly period of 12/02-12/08.

  • weekly check of 12/14
  • biweekly check of 12/21

Friday, December 7 approve absences by 3:30 PM and the timesheet BEFORE 5:00 PM.

PeopleSoft Release 52 system going down at 5:00 until Mon 8:00 AM

Approvers

Time and absence approval deadline for period of 12/2-12/08.

Monday , December 10

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.

Thursday, December 13  by 5:00 PM.

Reporters

Time & absence entry deadline for the weekly period of 12/9-12/15.

  • weekly check of 12/21
  • biweekly check of 12/21

Friday, December 14 approve absences by 3:30 PM and the timesheet by 5:00 PM.

Approvers

Time and absence approval deadline for period of 12/09-12/15.

Friday, December 14 by 5:00 PM.

(OPTIONAL*)

Benefits eligible reporters only

If not working the recess week, enter HOL for the period of 12/23-12/29

Monday, December 17

(OPTIONAL*)

Approvers

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

Tuesday December 18 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 12/16-12/22.

  • weekly check of 12/28
  • biweekly check of 01/4

Wednesday , December 19 approve absences by 3:30 PM and the timesheet by 5:00 PM.

Approvers

Time and absence approval deadline for period of 12/16-12/22

Wednesday , December 26 by 5:00 PM

Reporters (who do not report hours in advance of recess break or work over recess

Time and absence entry deadline for the weekly period of 12/23-12/29

  • weekly check of 12/28
  • biweekly check of 1/4

Thursday , December 27 approve absences by 3:30 PM and the timesheet by 5:00 PM

Approvers

Time and absence approval deadline for the weekly period of 12/23-12/29

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

Friday, December 21 for the weeks of 12/2-12/8 and 12/9 -12/15

Student and non-student temporary workers

Service and trades workers

Friday , December 21 for the week of 12/9-12/15

Student and non-student temporary workers

Service and trades workers

Friday , December 28 for the week of 12/16-12/22

**NOTE:  Checks, designated for university distribution, will be available for pick up from 10:00a.m. - 12:00 p.m. Friday 12/28 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 Wednesday January 2, 2019.   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

12/24 (Mon)

 

 

Morning

HOL

REG

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

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 (Tue)

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 (Wed)

HOL

REG

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

12/27(Thur)

HOL

REG

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

12/28 (Fri)

HOL

REG

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

12/29 (Sat)

N/A

REG

Your regular pay, but not floating holiday.

12/30 (Sun)

N/A

REG

Your regular pay, but not floating holiday.

12/31 Mon)

HOL

REG

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

1/01 (Tue)

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:

  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.
  • 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. 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-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)

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

Report: 12/24  HOL 7.00

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

Report: 12/24       REG 3.50, FHE 3.50

                  HOL   3.50

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

Report: 12/24     REG 3.50, FHE 3.50her

                          HWK 3.50

                FHP 3.50

Employee works 7 hours on Christmas (12/25), elects to take floating holiday on January 5.

Report:  12/25  HWK       7

               FHE      7

Timesheet for next week:  01/05  FHT      7

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

Report:    12/25  HWK      4

                HOL      3

                FHP     4

Employee works 4 hours on Christmas (12/25) and elects to use the 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

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

Report:    01/02  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)

Employee works normal shift on Wednesday (12/26).

Report:    12/26    REG      7

                             FHE      7*

Employee works a partial day on Wednesday (12/26).

Report:    12/26    REG      4

                  HOL      3

                  FHE      4*

Employee works 10 hours on Thursday (12/27).

Report:    12/28    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.