When and How to Report and Approve Time During the Winter Recess December 2010

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 and time
This must be completed
Friday, December 3 at 5 p.m.

System is coming down at 5 for Release 28.0 Migrations

Time entry deadline for:

  • weekly check of 12/10
  • biweekly check of 12/17
Friday, December 3 at 3:30 p.m.

Absence approval deadline for period of 11/28-12/04
Monday , December 6 at 5 p.m.

Time entry deadline for:

  • weekly check of 12/10
  • biweekly check of 12/17
Friday, December 10 at 5 p.m.

Time entry deadline for:

  • weekly check of 12/17
  • biweekly check of 12/17

Friday, December 10 at 3:30 p.m.

Absence approval deadline for period of 12/5-12/11
Monday , December 13

Have you checked your VPN access?

Before the break, login from home using VPN and make sure you can run your payroll reports.
Monday, December 13 at 5 p.m.

Approve time and labor for:

  • weekly check of 12/17
  • biweekly check of 12/17
Tuesday, December 14 at 5;00 p.m.

Absence entry deadline for period of 12/12-12/18
Wednesday, December 15 at 3:30 p.m.

Absence approval deadline for period of 12/12-12/18
Wednesday, December 15 at 5 p.m.

Time entry deadline for period of 12/12-12/18

  • weekly check of 12/22
  • biweekly check of 12/30
Thursday , December 16 at 5 p.m.

Approve time and labor for period of 12/12-12/18

  • weekly check of 12/22
  • biweekly check of 12/30
Monday, December 20 at 5 p.m.

Absence entry deadline for period of 12/19-12/25
Monday, December 20

Off Cycle payroll
Tuesday, December 21 at 3:30 p.m.

Absence approval deadline for period of 12/19-12/25
Tuesday, December 21

Off Cycle payroll
Wednesday, December 22

Time approval for the week of 12/19-12/25 (opens)
Wednesday, December 22

Off Cycle payroll
Thursday , December 23 at 5 p.m.

Time entry deadline for period of 12/19-12-25

  • weekly check of 12/30
  • biweekly check of 12/30
Friday , December 24 at 5 p.m.

Time approval for the week of 12/19-12/25

  • weekly check of 12/30
  • biweekly check of 12/30
Thursday , December 30 at 5 p.m.

Absence entry deadline for period of 12/26-1/01
Friday , December 31 at 3:30 p.m.

Absence approval deadline for period of 12/26-1/01
Friday, December 31 at 5 p.m.

Time entry deadline for period of 12/26-1/01

  • weekly check of 1/7
  • biweekly check of 1/14
Monday, January 3 at 5 p.m.

Time approval deadline for period of 12/26-1/01

  • weekly check of 1/7
  • biweekly check of 1/14

Paydays for overtime-eligible staff will be adjusted as follows:

This group
Will be paid

Student and non-student temporary workers

Wednesday, December 22 for the workweek ending 12/18

Service and trades workers

Wednesday, December 22 for the workweek ending 12/18
   

Clerical/technical workers

Thursday, December 30 for pay period ending 12/25

Student and non-student temporary workers

Thursday, December 30 for workweek ending 12/25

Service and trades workers

TThursday, December 30 for workweek ending 12/25

**NOTE:  Checks, designated for university distribution, will be available for pick up from 9:00a.m. - 1:00 p.m. Thursday, December 30th at the Harvard University Employee's Credit Union. (16 Dunster Street). If departments need to pick up checks for local distribution, please contact Ken Toy (ken_toy@harvard.edu) no later than Friday, December 10th. 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

12/23

HOL

 HWK [Observed] Time-and-a-half for those hours. You have a choice of being paid for the holiday at your regular rate in addition to the time-and-a-half for hours worked, or you can take this time at a later date. If you choose to be paid for it now, report your hours worked as HWK and also report the time as FHP.

12/24

HOL

 HWK [Observed] Time-and-a-half for those hours. You have a choice of being paid for the holiday at your regular rate in addition to the time-and-a-half for hours worked, or you can take this time at a later date. If you choose to be paid for it now, report your hours worked as HWK and also report the time as FHP.

12/25 (Sat)

N/A

REG Your regular pay, but not floating holiday.
12/26 (Sun) N/A REG Your regular pay, but not floating holiday.
12/27 HOL REG A floating holiday to be taken later (see note 3 below).
12/28 HOL REG A floating holiday to be taken later (see note 3 below).
12/29 HOL REG A floating holiday to be taken later (see note 3 below).
12/30 HOL REG A floating holiday to be taken later (see note 3 below).
12/31 HOL HWK [Observed] Time-and-a-half for those hours. You have a choice of being paid for the holiday at your regular rate in addition to the time-and-a-half for hours worked, or you can take this time at a later date. If you choose to be paid for it now, report your hours worked as HWK and also report the time as FHP.
1/01 (Sat) N/A REG Your regular pay, but not floating holiday.
1/02 (Sun) N/A REG Your regular pay, but not floating holiday.

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. A "day's pay" means one-fifth of the employee's pay 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

Reminder: Extra hours for a holiday worked are not paid automatically. If an employee works 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.

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.

Things to remember:

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

Scenario 1: Employee is part-time (20 hours a week) and not scheduled to work on Christmas Eve. They are entitled to a floating holiday of 1/5 their week schedule x. 50

  Report: 12/23 FHE 2.0

Note: All scenarios assume 7-hour scheduled workday

Scenario 2: Employee works 3.5 hours on Christmas Eve (12/23 [observed]), and taking half-day holiday.

  Report: 12/23 REG 3.5
      HOL 3.5

Scenario 3: Employee is asked to work their full 7 hours on Christmas Eve (12/23 [observed]), wants holiday paid out on same day.

  Report: 12/23 REG 3.5
      HWK 3.5
      FHP 3.5

Scenario 4: Employee is taking vacation day on Christmas Eve (12/23 [observed]).

In absence management:

  Report: 12/23 VAC 3.5*
  In timesheet: 12/23 HOL 3.5

*Reporter can enter this as a full day request (partial day set to NONE) and the system will automatically set it to half their hours for absences requested on the 23rd.

Scenario 5: Employee works 7 hours on Christmas (12/24 [observed]), wants holiday paid out on the same day.

  Report: 12/24 HWK 7
      FHP 7

Scenario 6: Employee works 7 hours on Christmas (12/24 [observed]), wants to take floating holiday on Jan. 3rd.

  Report: 12/24 HWK 7
      FHE 7
    1/02 FHT 7

Scenario 7: Employee works 4 hours on Christmas (12/24 [observed]), wants holiday paid out on the same day.

  Report: 12/24 HWK 4
      FHP 4
      HOL 3

Scenario 8: Employee works 4 hours on Christmas (12/24 [observed]), wants to take 4 hours of floating holiday on Jan. 4th.

  Report: 12/24 HWK 4
      FHP 4
      HOL 3
    1/04 REG 3
      FHT 4

Scenario 9: Employee works 10 hours on Christmas (12/24 [observed]), wants holiday paid out on the same day.

  Report: 12/24 HWK 10
      FHP 7

Scenario 10: Employee works 10 hours on Christmas (12/24 [observed]), wants to take floating holiday on Jan. 4th.

  Report: 12/24 HWK 10
      FHE 7
    1/04 FHT 7

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