Timekeeping Guidance for Winter Break

The Christmas, Winter Break, and New Year's Day holidays occur over two pay periods and three pay weeks. The week of December 15-21 occurs in Pay Period "M", which is an accelerated payroll. Please refer to the payroll processing schedule for Pay Period ‘M’. The weeks of December 22 – 28 and December 29 – January 4 occur in Pay Period ‘N’, which is a normal payroll processing schedule.

To be paid for the holiday, USPS, A&P, Executive Service (AEX), and Faculty employees should be in pay status (either working or on approved leave) for at least a portion of the scheduled workday before the holiday.

• Full-time employees receive 8 hours of leave for holidays. Part-time employees receive a proportionate number of holiday leave hours based on their FTE.
  • Example – While a 1.0 FTE employee gets 8 hours of paid holiday leave for each day, a 0.75 FTE employee would get 6 hours of paid holiday leave.
• If you have employees on alternate schedules (full-time or part-time), they should be advised in advance to work the appropriate hours for the workweeks of December 15 – 21 and December 29 – January 4 based on the amount of holiday pay they will receive.

Reporting Winter Break, Christmas, and New Year’s Day Holidays:

Elapsed Timesheet

DO NOT ENTER TIME FOR THE HOLIDAY for A&P, AEX, USPS, or Faculty employees using the elapsed timesheet.​​​​​​​The OMNI HR elapsed timesheet will show no hours (blanks) for December 18 – January 2. See the examples below:

Punch Timesheet

• Nonexempt USPS employees using the USPS punch timesheet (only) must enter their holiday hours for December 18 – January 2. See the examples below:

OPS Employees

OPS employees are not eligible to receive holiday pay.

• OPS Nonexempt Employees (paid for time worked) do not receive holiday pay. Only the hours worked should be reported on the timesheet.

• OPS Exempt Employees (Grad Assistants/Adjuncts/OPS Faculty) do not report time on their timesheets. If the employee is funded during the holiday, the system will generate pay based on their appointment.

Compensatory Leave

Full-time employees scheduled to work over the Winter Break may be eligible for “Winter Holiday Comp Earned – WTRCE” or "Straight Time Comp Earned - REGCE" per the below guidelines:

A&P Exempt

Workweek 12/15/23-12/21/23

• Use “Winter Holiday Comp Earned – WTRCE” if the employee works on December 18, 19, 20, and/or 21 and works more than 8 hours during the first holiday week (Daily maximum of 8 hours WTRCE allowed).

Workweek 12/22/23-12/28/23

• Use “Straight-time Comp Earned – REGCE” if the employee works on December 25 (8 hours maximum REGCE allowed).
• Use “Winter Holiday Comp Earned – WTRCE” if the employee works on December 22, 26, 27, and/or 28 (Daily maximum of 8 hours WTRCE allowed).

Workweek 12/29/23-1/4/24

• Use “Straight-time Comp Earned – REGCE” if the employee works on January 1 and works more than the required 16 hours during the holiday week (8 hours maximum REGCE allowed).
• Use “Winter Holiday Comp Earned – WTRCE” if the employee works on December 29 and/or January 2, and works more than the required 16 hours during the holiday week (Daily maximum of 8 hours WTRCE allowed).

USPS Nonexempt & USPS Exempt

Workweek 12/15/23-12/21/23

• Use “Straight-time Comp Earned – REGCE” if the employee works more than the required 8 hours during the first holiday week and the work is not performed on December 18, 19, 20, and/or 21.
• Use “Winter Holiday Comp Earned – WTRCE” if the employee works on December 18, 19, 20, and/or 21 and works more than the required 8 hours during the first holiday week.
• Combined REGCE and WTRCE for USPS nonexempt employees should not exceed 32 hours during the first holiday week.

Workweek 12/22/23-12/28/23

• Use “Straight-time Comp Earned – REGCE” if the employee works on the weekend and/or December 25.
• Use “Winter Holiday Comp Earned – WTRCE” if the employee works on December 22, 26, 27, and/or 28.
• Combined REGCE and WTRCE for USPS nonexempt employees should not exceed 40 hours during this holiday week.

Workweek 12/29/23-1/4/24

• Use “Straight-time Comp Earned – REGCE” if the employee works more than the required 16 hours during the holiday week and the work is not performed on December 29 and/or January 2.
• Use “Winter Holiday Comp Earned – WTRCE” if the employee works on December 29 and/or January 2, and works more than the required 16 hours during the holiday week.
• Combined REGCE and WTRCE for USPS nonexempt employees should not exceed 24 hours during the first holiday week.

If a USPS Nonexempt employee physically works more than 40 hours during one of the holiday workweeks, do one of the following:

• To generate Overtime Comp Leave Earned – enter OTCCE for hours over 40.
• To generate Overtime Pay – enter either OVHHP or REGHP for hours over 40.

If a USPS Exempt employee physically works more than 40 hours during one of the holiday workweeks, do one of the following:

• To generate Straight-time Comp Leave Earned – enter REGCE for hours over 40.
• To generate Pay at the Straight-time Rate – enter REGHP for hours over 40.

Other Types of Leave

Employees on Workers’ Compensation

Since most of these employees receive Workers’ Compensation payment for approximately 2/3 of their wages, their holiday pay should be proportional (approximately 1/3). Both the Workers’ Compensation and the holiday amounts need to be reported on the timesheet. 

 Elapsed timesheet example for the first and second holiday workweeks:

Punch timesheet example for the first holiday workweek:

Employees on Parental Leave and/or Family and Medical Leave

If the employee is on continuous or intermittent FMLA and/or PARENTAL LEAVE, do not report FMLAT and/or PARLV for the holidays. 

Overseas Time Reporting

Certain non-US citizens working outside the United States must report Overseas Hours Worked (OVSEA) in conjunction with hours worked/leave. The following is an example of a full-time OPS Exempt employee approved to use this code while working overseas.

Elapsed timesheet example for the first holiday workweek: 

Resources

Department Representatives should review time entry queries, and myFSU BI reports to ensure their department’s timekeeping is compliant with University guidelines. Please reference the time entry guidance on the HR website.

Questions? Please contact a member of the Attendance & Leave staff.