Configure holidays

Configuring how your employees are credited and paid for holidays or paid time off can be a complex task. If an employee works during a holiday, how is the holiday credited? How do you set up different holidays for different locales? How do you pay differently for days worked on specific holidays? The list goes on and on.

After you define holidays for your organization, you create holiday time-off rules and supporting components, configure rules for people who work during holidays, and then configure and assign holiday profiles to specific employees.

Create a list of all the holidays used within your organization without regard to location, employees, and so forth.

  1. From the Main Menu, select Administration > Application Setup > Pay Policies > Holiday Credit Rule Building Blocks > Holidays.
  2. Select the appropriate year from the drop-down box and click Select Holidays.
  3. In the Select Holidays box, move the appropriate holidays from the Available Holidays box to the Selected Holidays box.
  4. Click Save & Return.
  5. On the Holidays page:
    • Review the Start Date/Start Time and End Date/End Time columns, adjusting them as necessary for the selected year.
    • If desired, add an abbreviation in the Code column
  6. To add more holidays, click the add row icon and complete the corresponding columns as desired.
Note:

The holiday table can be modified after it is configured. Note the following when editing the holiday table:

  • Edit holidays at least two pay period cycles before the revised holiday dates.
  • After a holiday date is edited, any retroactive pay edits affecting the period including the last occurrence of that holiday will be inaccurate.
  • Before changing holiday dates, ensure that sign-off and payroll lock have been run for the dates.
  • Add multiple years of holidays to support retroactive pay calculations.
  • After entering new holidays, make sure that they are selected in the zone rules and pay rules.
  • Delete holidays that are not used or are entered incorrectly. (A holiday is “in use” if it is selected in one or more pay or zone rules.)
  • Holiday names can be edited after they are saved in the Holiday table.
  • The same Display name can be used on multiple holidays, but each instance of a holiday needs a unique name and start year.
  • If you change the Holiday or Display name in one year, it is changed for all years.
  • To locate a holiday that no longer appears in the year displayed, use the Holidays report.

Holiday Credit Rules define how holidays are implemented with various groups of employees. Before you create holiday credit rules, however, you need to create contributing shifts and work history qualifiers.

Contributing Shifts are used in a Holiday Credit Rule to determine which shifts prior to a holiday will be used to calculate average shifts or average wages. To create a contributing shift:

  1. In the Application Setup area, select Pay Policies > Holiday Credit Rule Building Blocks > Contributing Shifts.
  2. Select a contributing shift from the list and click Edit or click New to create a new one.
  3. The Contributing Shifts Rule workspace is displayed. If creating a new contributing shift, give the rule a meaningful name.
    1. Complete the following fields:
      • Look back — Enter the time during which a shift will be considered a contributing shift.
        • From holiday or time off event — The look back time frame will end on the day before the holiday or time-off event.
        • Use time frame ending — The look back time frame will end on a specified day of the week that precedes the holiday or time-off event.
      • For example, with a Monday holiday and a 2-week look-back period ending on the previous Friday, the look-back time frame will end on the Friday before the holiday, and start on the Saturday 2 weeks before that Friday.
      • You can also specify that the time frame ends on the last day of the pay period preceding the holiday or time-off event.
      • Minimum Shift Length — Enter the minimum length of a shift in order for it to be a contributing shift. The value is in hh:mm format.
      • Contributing Paycodes A category of time or money that employees earn, for example, Regular Hours, Bonus, or Sick. — Select a previously configured Contributing Paycodes Rule to determine which paycodes will be considered.

      Create Contributing Paycodes

      If you need to create a contributing paycode:

      1. In the Application Setup area, select Application Setup > Pay Policies > Paycodes > Contributing Paycodes.
      2. Click New.
      3. Enter a meaningful name.
      4. Select Contributing Shifts in the Make this set available inarea.
      5. Move the contributing shifts from the Available to the Selected box.
      6. Click Save & Return.

Work History Qualifiers use the contributing shifts you created in Task 1 to create a set of conditions that an employee must meet before a holiday in order to be eligible for holiday credits.

  1. In the Application Setup area, select Application Setup > Pay Policies > Holiday Credit Rule Building Blocks > Work History Qualifiers.
  2. Select a work history qualifier from the list and click Edit or click New to create a new one.
  3. The Work History Qualifier workspace is displayed. If creating a new qualifier, give it a meaningful name.
  4. Complete the following fields:
    • Contributing shifts — Select the contributing shifts for this qualifier.
    • Type — The type of qualifier for work history, such as a minimum or maximum number of shifts, hours, or days.
    • Minimum or Maximum (depends on the value of the Type field) — Enter a value for the number of hours, days, or shifts
  1. Select Save & Return.

Now that the preliminaries are completed, you are ready to create the Holiday Credit Rule.

In the Application Setup area, select Application Setup > Pay Policies > Holiday Credit Rules. The Holiday Credit Rule workspace appears.

Click New or select and existing rule and click Edit or Duplicate. There are the following tabs:

Use the Eligibility tab to specify the requirements for holiday credits. Enter the following information:

  • Must work scheduled shift — Defines when employees must work: before holiday, after holiday, either before or after holiday, or on holiday.
  • When a holiday credit depends on the day-after shift being worked on a future date, the holiday appears in the employee timecard. A denied flag indicates that it is a conditional holiday grant.
  • Scheduled shift means — Defines the shift that employees must work.
    • Actual scheduled shift — Employees must work their actual scheduled shift, before, after, or on the holiday.
    • Any shift on day of scheduled shift — Employees must work any shift on the day of the scheduled shift, before, after, or on the holiday.
  • Work history qualifiers — Select the work history qualifiers (created in Task 2: Create Work History Qualifiers) from the Available list and move them to the Selected list.
  • Must satisfy selected work history qualifiers — Select one of the following:
    • All — All selected work history qualifiers are required to be satisfied.
    • At least one — At least one selected work history qualifier must be satisfied.
  • Minimum time employed — The minimum number of days, weeks, or months an employee must be employed, before a holiday is eligible for holiday credits. You can define the minimum time employed based on the employee's hire date, or one of the employee's Person Dates (for example, a rehire date).
  • Date of hire — The amount of time employed is based on the employee's hire date.
  • From specific date — The amount of time employed is based on one of the employee's Person Dates. If no Person Dates are defined for the employee, this option is disabled
  • Minimum time active — The minimum number of days, weeks, or months an employee must be active before a holiday, to be eligible for holiday credits.
  • Alternate holiday credit rule — Select an alternate holiday credit rule. If the eligibility requirements for the current holiday credit rule are not satisfied, the alternate holiday credit rule is applied.

Use the Credits tab to define how holiday credits are calculated. Select from the following credit types:

Determines the number of hours issued for the holiday credit. Select one of the following:

  • Amount — Enter the number of hours to issue for the holiday credit.
  • Credits go in paycodes — Click Select to choose the paycodes to receive credits.
  • Time deducted from holiday credit — Select one of the following to determine how worked hours affect holiday credits:
    • Use zone rule setting — Use the setting in the associated zone rule. See Step 4: Create Holiday Zone Rule for instructions on setting up a holiday zone rule.
    • None — Worked time does not affect the credit.
    • Amount worked — Reduces the credit by the amount of time that the employee worked during the holiday.
    • Entire credit — Eliminates the credit if the employee works during the holiday.
  • Count toward overtime limits — Specify when hours from holiday credits count toward overtime limits.
    • As per paycode — Use the related setting in the paycode definition. If you selected more than one paycode in “Credits go in paycodes,” select a paycode as a basis.
    • Always — Credits always count toward overtime limits.
    • Never — Credits never count toward overtime limits.
    • The setting in the paycode definition is ignored for Always and Never.
  • Count toward consecutive day overtime — When the hours from holiday credits count toward the minimum hours that are required for a day to count toward consecutive day overtime.
    • As per paycode — Use the related setting in the paycode definition. If you selected more than one paycode in Credits go in paycode, you must select a paycode as a basis.
    • Always — Credits always count toward consecutive day overtime limits.
    • Never — Credits never count toward consecutive day overtime limits.
    • The setting in the paycode definition is ignored for Always and Never.

Define the amount of money for the holiday credit:

  • Amount — Enter the amount of money.
  • Credits go in paycodes — Click Select to choose the paycode that receives the credits

Use the “hours from schedule” calculation to issue the holiday credit based on the employee’s schedule. Enter the following information:

  • If more than one shift is scheduled for a day — Specify how to handle days that contain multiple scheduled shifts.
    • Use first shift — Pay credits only for the hours in the first shift.
    • Use sum of all shifts — Pay credits for the sum of all shifts.
  • Hours belong to — Select one of the following:
    • Use fixed rule setting — Use the “Hours belong to” option in the fixed rule to allocate the hours that are worked.

    About fixed rules

    Fixed rules are used by the Pay rule definition to control how time and attendance information is processed for each employee. Fixed rules define the pay period (for example, weekly, monthly, etc.), day divide Time that defines when one day ends and a new day begins. The day divide is defined in a pay rule. If a shift crosses the day divide, the pay rule defines how the hours are allocated: to the day before, the day after, or to the day on which the worked hour occurred. (when one day ends and another begins), and how the hours worked are allocated (scheduled shift start, scheduled shift end, etc.)

    • Scheduled in-day — Use the day on which the scheduled shift starts. If a shift begins on the holiday, the employees receive holiday credits.
    • Scheduled out-day — Use all hours of the shift on the day on which a scheduled shift ends. If a shift ends on the holiday, the employees receive holiday credits for the entire shift.
    • Day with majority hours — If the majority of hours in a shift occur on the holiday, the employees receive holiday credits for the entire shift.
    • Day actually worked — Give holiday credits only for those hours that fall within the holiday zone.
  • Holiday zone defined by — Select one of the following:
    • Times in holiday table — Uses the start and stop times as specified in the Holiday table (described in Step 1: Define holidays).
    • Day divide — Uses the Day Divide as specified in the employee’s Fixed rule. The Holiday zone is shifted to the day divide. For example, the day divide is 7:00 A.M. A holiday that runs from midnight of one day to midnight of the following day is shifted by 7 hours. The holiday then runs from 7:00 A.M. to 7:00 A.M.
  • Pay the credits — Select one of the following:
    • As if worked — Credits for scheduled hours are distributed to the paycodes as if the employee actually worked the day.
    • Work Rule — Select an alternate work rule that determines how the scheduled shifts are distributed to paycodes.
    • To selected paycodes (using the contract amount if available) — Credits are distributed to paycodes selected for this rule. For this option, the duration used to pay the credit is taken from a contract (if one is in effect). If you select this option, additional fields open:
    • Credits go in paycodes — Select paycodes to hold the credits and specify how the credits are counted toward overtime limits and consecutive day overtime. Specify As per paycode, Always, or Never for the overtime options.
    • Time deducted from holiday credit — Define the effect of worked hours on holiday credits. When a holiday zone rule is in effect, the following options determine the effect of the worked hours on holiday credits:
    • Use zone rule setting — Uses the setting in the holiday zone rule.
    • None — Worked time does not affect the holiday credit.
    • Amount worked — Reduces the holiday credit by the amount of time that the employee worked during the holiday.
    • Entire credit — Eliminates the holiday credit, if the employee works during the holiday.
    • Count toward overtime limits — Select Always, Never, or As per paycode.
    • Count toward consecutive day overtime — Select Always or Never.

Use this value to issue a holiday credit based on the wages that are paid for worked shifts preceding the holiday. Enter the following information:

  • Percent — The percent of the total wages from the contributing shifts paid as the holiday credit
  • Contributing shifts — The shifts before the holiday that contribute to the total wages value used for holiday credits.
  • Credits go in paycodes — Click Select to choose the paycodes to receive holiday credits. If you select more than one paycode, holiday credits are issued to all of the selected paycodes this value

Use this value to issue holiday credit based on the average length of all contributing shifts. To set the contributing shifts tat are included in this calculation use the Averaging tab.

  • Maximum amount —The maximum amount of holiday credits available in this holiday credit rule. If the calculated amount exceeds the maximum amount, the maximum amount prevails.
  • Credits go in paycodes — Click Select to choose the paycodes that receive holiday credits. If you select more than one paycode, holiday credits are issued to all of the selected paycodes.
  • Time deducted from holiday credit — Select an option to define the effect of worked hours on holiday credits when a holiday zone rule is in effect.
    • Use zone rule setting — Uses the setting in the holiday zone rule.
    • None — Worked time does not affect the holiday credit.
    • Amount worked — Reduces the holiday credit by the amount of time that the employee worked during the holiday.
    • Entire credit — Eliminates the holiday credit if the employee works during the holiday.
  • Count toward overtime limits — Define when hours from holiday credits count toward overtime limits.
    • As per paycode — Depends on the paycode definition. If you selected more than one paycode in Credits go in paycodes, select a paycode.
    • Always — Holiday credits always count toward overtime limits.
    • Never — Holiday credits never count toward overtime limits.
  • Always and Never override the setting in the paycode definition.
  • Count toward consecutive day overtime — Define when hours from holiday credits count toward the minimum hours that are required for a day to count toward consecutive day overtime:
    • As per paycode — Depends on the paycode definition. If you selected more than one paycode in Credits go in paycodes, select a paycode.
    • Always — Holiday credits always count toward consecutive day overtime.
    • Never — Holiday credits never count toward consecutive day overtime.
  • Always and Never override the setting in the paycode definition.

Use this value to issue holiday credits based on the average wages of all contributing shifts. Click Select to choose the paycodes and then click Save & Return. Click the Averaging tab to set the contributing shifts.

Use this value to issue holiday credit based on the average shift length, using the parameters defined in a Time-Off Rule. Enter the following information:

  • Time-Off rule — Select a Time-Off rule from the list.

Maximum amount — The maximum amount of holiday credits that can be granted for this holiday credit rule. If the calculated amount exceeds the maximum amount, the maximum amount is used.

Credits go in paycodes — Click Select to choose the paycodes that receive holiday credits. If you select more than one paycode, holiday credits are issued to all of the selected paycodes.

  • Time deducted from holiday credit — Select an option to define the effect of worked hours on holiday credits when a holiday zone rule is in effect.
    • Use zone rule setting — Uses the setting in the holiday zone rule.
    • None — Worked time does not affect the holiday credit.
    • Amount worked — Reduces the holiday credit by the amount of time that the employee worked during the holiday.
    • Entire credit — Eliminates the holiday credit if the employee works during the holiday.
  • Count toward overtime limits — Define when hours from holiday credits count toward overtime limits.
    • As per paycode — Depends on the paycode definition. If you selected more than one paycode in Credits go in paycodes, select a paycode.
    • Always — Holiday credits always count toward overtime limits.
    • Never — Holiday credits never count toward overtime limits.
  • Always and Never override the setting in the paycode definition.
  • Count toward consecutive day overtime — Define when hours from holiday credits count toward the minimum hours that are required for a day to count toward consecutive day overtime:
    • As per paycode — Depends on the paycode definition. If you selected more than one paycode in Credits go in paycode, select a paycode.
    • Always — Holiday credits always count toward consecutive day overtime.
    • Never — Holiday credits never count toward consecutive day overtime.
  • Always and Never override the setting in the paycode definition

Use this setting to issue holiday credit based on a percent of wages, using the parameters defined in a time-off rule. Enter the following:

  • Time-Off rule — Select a Time-Off rule from the list.
  • Percent — The percent of the total wages from the contributing shifts paid as the holiday credit.
  • Credits go in paycodes — Click Select to choose the paycodes that receive holiday credits. If you select more than one paycode, holiday credits are issued to all of the selected paycodes.

Use this setting to issue holiday credit based on a percentage of wages using the parameters defined in a Time-Off rule. Enter the following:

  • Time-Off rule — Select a Time-Off rule from the list.
  • Percent — The percent of the total wages from the contributing shifts paid as the holiday credit.
  • Credits go in paycodes — Click Select to choose the paycodes that receive holiday credits. If you select more than one paycode, holiday credits are issued to all of the selected paycodes.

Pay rules control how time and attendance information is processed for each employee. To ensure that employees are paid correctly for holidays, every pay rule that includes paid holidays must define a default Holiday Credit Rule as well as the applicable holidays to be paid.

  1. Select Application Setup > Pay Policies > Pay Rules.
  2. Select a pay rule and click Edit.
  3. Select the Pay Rule tab and in the Default Holiday Credit Rule field, select a Holiday Credit Rule (created in Step 2: Create Holiday Credit Rule).
  4. Select the Holidays tab and select the holidays that should be paid by the pay rule. (The holidays are defined in Step 1: Define holidays.)
  1. Select Save & Return.

Holiday zones are used when employees work during a holiday. Add holidays to the Holiday Table before you create this rule.

Note: Update Holiday zone rules as new holidays are added to the Holiday table. It is recommended that previous holidays continue to be selected, in addition to new holidays, to accommodate Retroactive Pay Calculations. Do not forget to update every holiday zone.

In the Application Setup area, select Application Setup > Pay Policies > Work Rule Building Blocks > Zones. Click New or select a zone and click Edit or Duplicate, then complete the following fields:

  • Name — Enter a meaningful name.
  • Zone Type — Select Holiday.
  • Available Holidays — Select the appropriate holidays from the holidays available.
  • Holiday zone defined by — Select one of the following:
    • Times in Holiday Table — Use the start and stop times in the Holiday table.
    • Day Divide — Use the day divide that is specified in the employee's fixed rule. The Holiday zone is shifted to the day divide.
    • For example, the day divide is 7:00 A.M. A holiday defined to run from midnight of one day to midnight of the following day is shifted by 7 hours. The holiday then runs from 7:00 A.M. to 7:00 A.M. This option works in combination with the “Hours belong to” option in the fixed rule.
  • Time deducted from holiday credit — Specify how worked hours affect holiday credits.
    • None — Worked time does not affect the holiday credit.
    • Amount worked — Reduces the holiday credit by the amount of time that the employee worked during the holiday.
    • Entire credit — Eliminates the holiday credit if the employee works during the holiday.
  • Holiday worked hours belong to — Specify where holiday hours belong.
    • Use fixed rule setting — Use the Hours belong to option in the fixed rule to allocate hours worked.
    • Scheduled in-day — If a scheduled shift begins on the holiday, the employees receive holiday credits.
    • Scheduled out-day — If a scheduled shift ends on the holiday, the employees receive holiday credits for the entire shift.
    • Day with majority hours — If most hours in a shift occur on the holiday, the employees receive holiday credits for the entire shift.
    • Day actually worked — The employees receive holiday credits only for those hours that fall within the holiday zone.
  • Requires approval — Select this check box if approval is required.

Work rules apply specific payroll rules to shifts. If you use Holiday Zone rules to pay employees who work over a holiday, add the applicable holiday pay zones to the work rule.:

  1. In the Application Setup area, select Application Setup > Pay Policies > Work Rules.
  2. Select the applicable work rule and click Edit.
  3. Select the Paycode Distribution tab and add the appropriate Holiday Zone rule in the Zones area.
  4. Click Save & Return.

Combination rules define how to pay employees when conditions such as time worked, overtime, or holidays overlap. The Holiday Zone rule defines how to pay employees for time worked during a holiday (described inStep 4: Create Holiday Zone Rule ). Make sure that the Holiday Zone Rules are included in the appropriate Zone Combinations.

  1. In the Application Setup area, select Application Setup > Pay Policies > Combination Rules.
  2. Select a combination rule and click Edit.
  3. Move the applicable Holiday Zone Rule to the Selected Items box and click Configure Combinations.
  4. View the possible combinations of the selected rules and specify how to pay each combination. Use the following information:
    • Combination Items — The rules selected for the combination rule. Click All Combinations to see the combinations for all of the rules, or click each separate rule to see the combinations for an individual rule.
    • Combination — Displays the combinations available for the selected rule or all rules.
    • Gets Paid As — Select one type of worked time in the combination to specify a worked time for combinations that do not pay any differently combined than one of the items by itself.
    • Select Unique to choose a different paycode. Select different paycodes in the Paycode Distribution Editor.
  1. If the Combination Item counts toward overtime, click the Counts toward Overtime tab select Yes in the appropriate columns.
  1. Click Save & Return.

Paycode distribution rules specify how employees are paid for time other than their regular time, based on combination rules (described in Step 6: Add Holiday Zone Rule to Zone Combination ). You need to ensure that the paycode selected for hours worked on a holiday is properly set.

  1. In the Application Setup area, select Application Setup > Pay Policies > Paycode Distributions.
  2. Select a paycode distribution from the Name column and click Edit.
  3. Select the applicable combination rule. The Paycode distribution table opens, displaying the overtimes, zones, schedule deviations, and paycodes in the combination rule for this paycode distribution.
  4. For the applicable holiday zone combination, select how it will be applied to the listed paycodes.
  1. Click Save & Return.

Holiday Profiles allow you to assign holidays, holiday credit rules, and zone rules to employees outside of pay rules and work rules. You can add one or more holidays to a holiday profile. You can also use the same holiday more than once.

Note: If you use the same holiday more than once in a Holiday Profile, the entries should have different Holiday Credit Rule and Zone Rule combinations. To avoid using multiple instances of the same holiday in a profile, you may be able to use an Alternate Holiday Credit Rule to accomplish the same results. For more information, see Eligibility in Holiday Credit Rules.

They also enable you to:

  • Manage the holidays that different employees celebrate without creating multiple pay rules and work rules.
  • Add or remove holidays that are specific to a set of employees by assigning them the same Holiday Profile.

For example, there are assembly plants in Mexico, Massachusetts, Texas, Quebec, and British Columbia. Employees have a common pay rule and a common work rule, but they each celebrate different holidays. You can create a holiday profile for each area, rather than creating separate pay rules or work rules for each area.

  1. In the Application Setup area, select Application Setup > Pay Policies > Holiday Profiles.
  2. Select a Holiday Profile from the list or click New to create one.
  1. Complete the following fields:
    • Version Effective Dates — The date range during which the holiday profile is in effect.
    • Default Rules for Holidays — Select the Holiday Credit Rule and Zone Rule to use as a default.
    • Holidays — Select the holidays for which the default values are overridden.
  1. Click Save & Return.

Holiday profiles are assigned to employees using employment terms Legal contracts between employer and employee. When scheduled to work hours differ from the hours in their contract, the pay rules of the employees determine the impact on pay.. You cannot delete a holiday profile that is currently assigned to an employment term.

  1. In the Application Setup area, selectApplication Setup > Employment Terms > Employment Terms.
  2. Select an employment term from the list and click Edit or click New to create a new one.
  3. Select the applicable Holiday Profile in the drop-down list, and click Save & Return when finished.

Now you need to assign the employment term to the applicable employees:

  1. From the Main Menu, select Maintenance > People information.
  2. Select the applicable employee(s).
  3. Open Timekeeping > Timekeeper.
  4. In the Employment Terms table, select the applicable employment term from the drop-down list and add the start and end dates.
  1. Click Save.