This article describes an enhancement to the Time Off Center -> Holiday set up which will allow companies using Timeclock to specify if a holiday is an “Attendance Worked Holiday” and if so, to specify which earning code the hours should be applied.
Overview
This article describes an enhancement to the Time Off Center -> Holiday set up which will allow companies using Timeclock to specify if a holiday is an “Attendance Worked Holiday” and if so, to specify which earning code the hours should be applied.
How to set up Attendance Worked Holiday
Within Time Off Center -> Holiday -> Add New, if applicable to the company set up, a checkbox for Attendance Worked Holiday and a checkbox for Pay Policy Time off will be displayed.
When adding a new Holiday, specify the Name and the Date of the Holiday and how the holiday will be paid via the checkboxes.
These checkboxes work independently of each other, but both can be selected if a Holiday Date may be a Worked Holiday for some employees and a Pay Policy Time Off holiday for others.
- Attendance Worked Holiday
- Only displayed if the company is configured for Timeclock.
- Once selected, a default earning code will need to be selected (see screenshot below)
- The hours for the worked holiday will be applied to the selected earning code.
- Assign this Holiday to a Pay Policy and the pay policy to employees
- If an Employee works on the holiday, we will push the hours they worked on the holiday to the “Attendance Worked Holiday” default code specified.
- Pay Policy Time Off
- Only displayed if the company is configured for Timeclock.
- When this is selected, for that date, it will put an entry in the Time Off Calendar for the employees it applies to and for the hours the Pay Policy is set up for.
Use Cases
- Only “Attendance Worked Holiday” was selected.
- This means Employees won’t get paid for this holiday if they don’t work on the holiday.
- You still have to set up a Time Off Center/Pay Policy that pulls in a template, an earning code, and hours – but in this case, the earning code and hours won't apply because the earning code is set on the Holiday and system logic will determine how many hours are worked on the holiday.
- The user can “Regenerate” the pay policy up until the payroll has been processed.
- You still have to set up a Time Off Center/Pay Policy that pulls in a template, an earning code, and hours – but in this case, the earning code and hours won't apply because the earning code is set on the Holiday and system logic will determine how many hours are worked on the holiday.
- This means Employees won’t get paid for this holiday if they don’t work on the holiday.
2. “Attendance Worked Holiday” and “Pay Policy Time Off” are both selected.
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- Employee A works on the Holiday
- In this scenario, the employee will be paid for the Holiday as per the Pay Policy they are assigned for the worked holiday.
- Instead of giving the employee a day off, the Admin will cancel the holiday on the time off calendar for this employee, and then the employee will get paid as per the “worked holiday” if they work that day.
- Note, if the Pay Policy is regenerated it will put that holiday back on the calendar for that employee.
- Employee B does not work on the Holiday
- In this scenario, the employee will be paid for the Holiday as per the Pay Policy they are assigned.
- Instead of giving the employee a day off, the Admin will cancel the holiday on the time off calendar for this employee, and then the employee will get paid as per the “worked holiday” if they work that day.
- In this scenario, the employee will be paid for the Holiday as per the Pay Policy they are assigned for the worked holiday.
- Employee A works on the Holiday
A Few things to Note
- Auto Deduction rules cannot be used in conjunction with the Attendance Worked Holiday.
- If the worked holiday falls on the last day of the pay period, and the employee works overtime in that pay period, the employer will need to manually adjust the employee’s payroll after transferring the hours from attendance.
- For example, this might entail reducing the employee’s regular hours by the number of hours of overtime and then adding those hours to the worked hours.
- Reporting
- If any report is run showing the employee’s worked hours, you will see the hours reported based on the “clocked in” date or the “clocked out date” depending on the company set up.
- For example, if worked holiday time and regular time was split between days, the employee’s time will be reported based on the clocked in or clocked out date depending on the company set up.
- If any report is run showing the employee’s worked hours, you will see the hours reported based on the “clocked in” date or the “clocked out date” depending on the company set up.
Please read our article on setting up holiday pay policies here!