Perry Richards

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Holiday Pay Time Entry Reminder

Categories: Midd Blogosphere

As we near the holiday season, it is time to review procedures regarding time entry during the November and December breaks. Hourly (non-exempt) employees must use specific holiday pay codes to record time during the designated breaks; exempt (salaried) employees do not have use special codes.

The 2014 holiday schedule is:

Thanksgiving Break: 12:01 a.m. Thursday, November 27, through 11:59 p.m. Saturday, November 29

December Break: 5:01 p.m. Friday, December 19 through 11:59 p.m. Thursday, January 1 (the College reopens Friday, January 2, 2015)

Hourly Employees: There are two hourly employees pay codes – Holiday Pay and Holiday Premium Pay – that are used only during the designated holiday periods:

  • Holiday Pay (HOL): a benefit that is provided by Middlebury College to keep benefit-eligible employees’ pay whole without having to use CTO during designated holiday periods. It is not intended to provide extra pay: HOL, which pays at an employee’s regular hourly rate, is to be entered for normally scheduled hours by non-exempt benefit eligible employees on days during the specified holiday break periods whether or not they work. For the Thanksgiving break, up to two days may be entered, for the December break, up to nine days may be used. Employees who work variable or flexible schedules should coordinate entry of HOL with their supervisor to determine the appropriate number of HOL hours.
  • Holiday Pay Premium (HPP): a benefit that pays eligible non-exempt employees extra for working during the designated holiday periods. HPP, which pays at time-and-a-half the employee’s base hourly rate, is to be used by all eligible employees for hours worked during the specified holiday break periods. A limited number of part-time non-benefit eligible employees (such as those who work at the Snow Bow, as the Snow Bowl is open for regular business during the December) break are not eligible for HPP. Please speak with your supervisor or Human Resources if you have questions regarding your status or eligibility for HPP.
    Exempt Employees: the Holiday Pay code will be automatically entered for regularly scheduled time; no additional action is required.

For both hourly and exempt employees, standard pay codes (Regular, CTO, etc.) should be used for any time off before the start of the breaks and/or after 11:59 p.m. on last day of the breaks.

Who Worked on a Holiday
Hourly benefit-eligible staff: Enter Holiday Pay for any normally scheduled hours AND Enter Holiday Pay
Premium for hours actually worked.*
Hourly non-benefit-eligible staff: Enter Holiday Pay Premium for hours actually worked.*
Hourly non-benefit-eligible staff in positions designated as ineligible for HPP: Enter Regular for hours
actually worked.*
Salaried, exempt staff: No action.
* Remember to enter hours on the correct shift. 

Who Did Not Work on a Holiday
Hourly benefit-eligible staff: Enter Holiday Pay for any normally scheduled hours.
Hourly non-benefit-eligible staff: No action.
Hourly non-benefit-eligible staff in positions designated as ineligible for HPP: No action.
Salaried, exempt staff: No action. Holiday Pay code will default in during payroll.

FAQs

Q: I understand that holiday pay is for benefit eligible staff. However, I had coordinated with my supervisor and indeed worked during Thursday and Friday of Thanksgiving. Can I enter the hours normally in this case?
A: Worked hours during the holiday breaks should be entered as Holiday Pay Premium (HPP) by all non-exempt staff, whether or not they are benefits-eligible. The only exception would be Snow Bowl non-benefits eligible employees, since the Snow Bowl is not closed during the December break.
Q: I am a benefits-eligible hourly employee who normally works Tues-Sat; how would I enter time for the Thanksgiving break if I am off Thursday and Friday, then work Saturday? Would I get three days of holiday pay?
A: You would have to use CTO for one of the three days (the maximum holiday pay benefit is two days for the Thanksgiving break) if you were off all three days. If you work on Saturday, you would enter holiday pay premium for the hours if you work, but it wouldn’t be necessary to enter CTO since you would receive the maximum two days of holiday pay for Thursday and Friday.
Q: I normally work Sunday through Thursday; how would I enter my hours for the Thanksgiving break?
A: You would enter holiday time for Thursday, nothing for Friday and Saturday, and regular time for Sunday, assuming you work that day.

Please contact Human Resources if you have additional questions regarding time entry of HOL or HPP.

Holiday Pay Time Entry Reminder

Categories: Midd Blogosphere

As we near the holiday season, it is time to review procedures regarding time entry during the November and December breaks.  Hourly (non-exempt) employees must use specific holiday pay codes to record time during the designated breaks; exempt (salaried) employees do not have to use special codes.  The 2013 holiday schedule is:

Thanksgiving Break: 12:01 a.m. Thursday, November 28, through 11:59 p.m. Saturday, November 30

December Break: 5:01 p.m. Friday, December 20 through 11:59 p.m. Wednesday, January 1 (the College reopens Thursday, January 2, 2014)

Hourly Employees:  There are two hourly employees pay codes – Holiday Pay and Holiday Pay Premium – that are used only during the designated holiday periods:

Holiday Pay (HOL): A benefit that is provided by Middlebury College to keep benefit-eligible employees’ pay whole without having to use CTO during designated holiday periods. It is not intended to provide extra pay. HOL, which pays at an employee’s regular hourly rate, is to be entered for normally scheduled hours by non-exempt benefit eligible employees on days during the specified holiday break periods whether or not they work.  For the Thanksgiving break, up to two days may be entered, for the December break, up to eight days may be used.  Employees who work variable or flexible schedules should coordinate entry of HOL with their supervisor to determine the appropriate number of HOL hours.

Holiday Pay Premium (HPP): A benefit that pays eligible non-exempt employees extra for working during the designated holiday periods. HPP, which pays at time-and-a-half the employee’s base hourly rate, is to be used by all eligible employees for hours worked during the specified holiday break periods. A limited number of part-time non-benefit eligible employees (such as those who work at the Snow Bowl, as the Snow Bowl is open for regular business during the December break) are not eligible for HPP. Please speak with your supervisor or Human Resources if you have questions regarding your status or eligibility for HPP.

Exempt Employees: The Holiday Pay code will be automatically entered for regularly scheduled time; no additional action is required.

For both hourly and exempt employees, standard pay codes (Regular, CTO, etc.) should be used for any time off before the start of the breaks and/or after 11:59 p.m. on the last day of the breaks.

Here is a guide which shows the appropriate time entry action for most situations: 

  Who Worked on a Holiday Who Did Not Work on a Holiday
Hourly benefit-eligible staff Enter Holiday Pay for
any normally scheduled hours AND Enter Holiday Pay
Premium for hours actually worked.*
Enter Holiday Pay for
any normally scheduled hours.
Hourly non-benefit-eligible staff Enter Holiday Pay
Premium for hours actually worked.*
No action.
Hourly non-benefit-eligible staff in positions designated as ineligible for HPP Enter Regular for hours
actually worked.*
No action.
Salaried, exempt staff No action. No action.  Holiday Pay code will default in during
payroll.

* Remember to enter hours on the correct shift.

Please contact Human Resources if you have additional questions regarding time entry of HOL or HPP.

Holiday Pay Time Entry Reminder

Categories: Midd Blogosphere

The Thanksgiving break is near, so it is time to review the procedures regarding time entry during this break as well as the holiday break that takes place in December.  The schedule for the 2012 Thanksgiving break is 12:01 a.m. Thursday, November 22, through 11:59 p.m. Saturday, November 24.  For the December break, the President has announced that this year the College will close at 5:00 p.m. Friday, December 21, 2012 and reopen Thursday, January 3, 2013. Hourly (non-exempt) employees must use the specific holiday pay codes to record their time during the breaks (12:01 a.m. November 22 – 11:59 p.m. November 24 and 5:01 p.m. December 21 – 11:59 p.m. January 2).  There are two pay codes that can only be used for these periods:

Holiday Pay (HOL) is a benefit that is provided by Middlebury College to keep benefit-eligible employees’ pay whole without having to use CTO during certain periods the College is not open for business. It is not intended to provide extra pay. HOL, which pays at an employee’s regular hourly rate, is to be entered for normally scheduled hours by non-exempt benefit eligible employees on days during the specified holiday break periods whether or not they work.  Employees who work variable or flexible schedules should coordinate entry of HOL with their supervisor to determine the appropriate number of hours.  For the Thanksgiving break, up to two days may be entered. For the December break, up to eight days.  Exempt employees’ HOL pay will be automatically entered.

Holiday Pay Premium (HPP) is a benefit that pays eligible employees extra for working during those periods. HPP, which pays at time-and-a-half the employee’s base hourly rate, is to be used by all eligibleemployees for hours worked during the same specified break periods. A limited number of part time non-benefit eligible employees are not eligible for HPP, such as those who work at the Snow Bowl. The Snow Bowl is open for regular business during the December break. Please speak with your supervisor or Human Resources if you have questions regarding your status or eligibility for HPP.

Standard pay codes (Regular, CTO, etc.) should be used for any time before the break’s start on the first day and after 11:59 p.m. on its last day.

  Worked on holiday Did not work on
holiday
Hourly
benefit-eligible staff
Enter Holiday Pay for
any normally scheduled hours AND Enter Holiday Pay
Premium for hours actually worked.*
Enter Holiday Pay for
any normally scheduled hours.
Hourly non
benefit-eligible staff
Enter Holiday Pay
Premium for hours actually worked.*
No action.
Hourly non
benefit-eligible staff also ineligible for HPP
Enter Regular for hours
actually worked.*
No action.
Salaried, exempt
staff
No action. No action.  Holiday Pay code will default in during
payroll.

* Remember to enter hours on the correct shift.

Please contact Human Resources if you have additional questions regarding time entry of HOL or HPP.

Time Entry Reminders for Non-Exempt Employees

Categories: Midd Blogosphere

The College has many functional units with diverse objectives and operational needs. It is expected that administrative offices are open from 8:15 a.m. to 5 p.m., Monday through Friday. This means the normal work hours for most employees in these areas are based on a 7.75-hour per day schedule. Employees in other areas may have schedules that are based on 8-hour days and/or days other than Monday through Friday. Employees should discuss expectations regarding their individual work schedule with their supervisor and, if needed, clarify the length of their department’s normal scheduled workday. Appropriate CTO usage is based on work schedules, so it is important that benefits eligible employees understand their particular work commitment in order to track their time away accurately. It is the supervisor’s responsibility to ensure all of their employees’ timesheets are submitted and approved prior to the deadline for payroll processing. Supervisors must review timesheets for accuracy prior to approving them.

All non-exempt employees should remember the following points when entering their time:

  • Actual work hours must be entered for the day they are worked, even if the total number of hours exceeds the normal schedule length of 7.75 or 8.
  • Work time must be entered in the correct shift so the proper shift differentials are paid and overtime (if applicable) is accurately calculated.  The policy on shift differentials may be found at: http://www.middlebury.edu/about/handbook/employee/wage_salary/shift_differentials

When taking full days off, time away hours (CTO, SLR, and Holiday Pay) for benefits eligible employees must be entered in increments based on the employee’s normal schedule for that day. Employees in Public Safety, the Snow Bowl/Rikert Ski Touring Center, and other areas normally open during holiday breaks should check with their supervisor for their department’s expectation regarding the use of Holiday Pay. All time away is entered under shift 1; shift differentials are not paid for time away.

When taking partial days off, CTO may be used to supplement work hours up to the normal number of scheduled hours. Supervisors are encouraged to be flexible with work schedules if an employee would like to minimize the use of CTO by working longer days, as long as it is operationally feasible. These changes to scheduled hours to compensate for time away should be planned in advance, approved by the employee’s manager, and can only be done during the same Monday through Sunday pay week as the time off.  An employee may also choose to reduce the amount of CTO used for a partial day by working extra hours that day. The total number of hours entered would still be equal to their normal schedule. Here’s an example: An employee normally works 8:15 a.m. to 5 p.m. with a one-hour lunch break from noon to 1 p.m., a total of 7.75 hours per day. They have an appointment that keeps them away from work until 11:00 a.m. They end up working until 5:30 p.m. that day and only take a half-hour for lunch. In this case, they would reduce the amount of CTO they use from 2.75 (the number of hours from 8:15 to 11) by the extra time they worked and enter their hours as follows:

  • 6 hours of Regular Shift 1 (11AM to 5:30PM minus ½ hour for lunch);
  • 1.75 hours of CTO;
  • Total 7.75 hours for the day.

It may be possible for an employee to work enough extra hours to make the use of CTO unnecessary. In that case they would enter only worked hours, which could potentially be more than their normal schedule for that day and may even result in overtime. Remember, this type of flexing is only allowed in the same Monday through Sunday pay week as the time off.  The combination of time away and worked hours each pay period should be equal to an employee’s regular scheduled hours.

Questions regarding schedules and recording time should be directed to your supervisor or Human Resources.

Holiday Pay Reminder

Categories: Midd Blogosphere

The Thanksgiving break is near, so it is time to review the procedures regarding time entry during it and the December break.  The schedule for the 2011 Thanksgiving break is 12:01 a.m. Thursday, November 24, through 11:59 p.m. Saturday, November 26. The president has announced that this year’s December holiday break will be from 12:01 p.m. Friday, December 23, 2011, through 11:59 p.m. Monday, January 2, 2012. There are two pay codes that can only be used for these periods:

Holiday Pay (HOL) is a benefit that is provided by Middlebury College to keep benefit-eligible employees’ pay whole without having to use CTO during certain periods the College is not open for business. It is not intended to provide extra pay. Hourly (non-exempt) employees must use the specific holiday pay codes to record their time during these periods. HOL, which pays at an employee’s regular hourly rate, is to be entered for normally scheduled hours by benefit eligible employees on days during the specified holiday break periods whether or not they work. For the Thanksgiving break, up to two days may be entered. For the December break, up to six and a half days.

Holiday Pay Premium (HPP) is a benefit that pays eligible employees extra for working during those periods. HPP, which pays at time-and-a-half the employee’s base hourly rate, is to be used by all eligible employees for hours worked during the same specified break periods. A limited number of part time non-benefit eligible employees are not eligible for HPP, such as those who work at the Snow Bowl. The Snow Bowl is open for regular business during the December break. Please speak with your supervisor or Human Resources if you have questions regarding your status or eligibility for HPP.

Standard pay codes (Regular, CTO, etc.) should be used for any time before the break’s start on the first day and after 11:59 p.m. on its last day.

  Worked on holiday Did not work on
holiday
Hourly
benefit-eligible staff
Enter Holiday Pay for
any normally scheduled hoursANDEnter Holiday Pay
Premium for hours actually worked.*
Enter Holiday Pay for
any normally scheduled hours.
Hourly non
benefit-eligible staff
Enter Holiday Pay
Premium for hours actually worked.*
No action.
Hourly non
benefit-eligible staff also ineligible for HPP
Enter Regular for hours
actually worked.*
No action.
Salaried, exempt
staff
No action. No action.  Holiday Pay code will default in during
payroll.

* Don’t forget to enter hours on the correct shift.