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 3 by 5:00 PM.
|
Reporters |
Time and absence entry deadline for the weekly period of 11/29-12/05.
|
Friday, December 4 approve absences by 3:30 PM and the timesheet BEFORE 5:00 PM. PeopleSoft Release 43 system going down at 5:00 until Mon 8:00 AM |
Approvers |
Time and Absence approval deadline for the period of 11/29-12/05. |
Thursday, December 10 by 5:00 PM. |
Reporters |
Time & absence entry deadline for the weekly period of 12/06-12/12.
|
Friday, December 11 approve absences by 3:30 PM and the timesheet by 5:00 PM. |
Approvers |
Time and absence approval deadline for period of 12/6-12/12. |
Monday , December 14 |
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. |
Tuesday, December 15 by 5:00 PM. |
Reporters |
Time & absence entry deadline for the weekly period of 12/13-12/19.
|
Wednesday, December 16 approve absences by 3:30 PM and the timesheet by 5:00 PM. |
Approvers |
Time and absence approval deadline for period of 12/13-12/19. |
Friday, December 18 by 5:00 PM. (OPTIONAL*) |
Benefits eligible reporters only |
If not working the recess week, enter HOL for the period of 12/28-1/2/14. |
Monday, December 21 (OPTIONAL*) |
Approvers |
Advance approval for managers (approvers) who would like to approve their employees’ hours before recess break. |
Tuesday, December 22 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 12/20-12/26.
|
Wednesday, December 23 approve absences by 3:30 PM and the timesheet by 5:00 PM. |
Approvers |
Time and absence approval deadline for period of 12/20-12/26 |
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 |
Wednesday, December 23 for the workweek ending 12/19 |
Service and trades workers |
Wednesday, December 23 for the workweek ending 12/19 |
Clerical/technical workers |
Wednesday, December 23 for pay period ending 12/19 |
Student and non-student temporary workers |
Thursday, December 31 for pay period ending 12/26 |
Service and trades workers |
Thursday, December 31 for pay period ending 12/26 |
**NOTE: Checks, designated for university distribution, will be available for pick up from 9:00a.m. - 1:00 p.m. Thursday December 31st. Please contact Central Payroll prior to departing for winter break for the pick-up location. 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 (Thur)
|
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:
OR
|
|
12/25 (Fri) |
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 (Sat) |
N/A |
REG |
Your regular pay, but not floating holiday. |
|
12/27 (Sun) |
N/A |
REG |
Your regular pay, but not floating holiday. |
|
12/28 (Mon) |
HOL |
REG |
A floating holiday to be taken later (see note 3 below). |
|
12/29 (Tue) |
HOL |
REG |
A floating holiday to be taken later (see note 3 below). |
|
12/30 (Wed) |
HOL |
REG |
A floating holiday to be taken later (see note 3 below). |
|
12/31 (Thur) |
HOL |
REG |
A floating holiday to be taken later (see note 3 below). |
|
1/01 (Fri) |
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.