Holiday Configuration - TWP

The Holiday Configuration rule is found in the Holiday Processing Rules category. With this rule, you can designate company holidays and establish rules for automating holiday hours onto the time card. We suggest using this rule in place of some of our legacy holiday rules, but it is important to remove those legacy rules before turning on the Holiday Configuration Rule.

There are several holiday related rules in TWP, but we suggest using the newer Holiday Configuration

Legacy Holiday Rules vs. Holiday Configuration Rule

We do have two different methods of handling holidays in TimeWorksPlus. If you decide to use the Holiday Configuration rule, make sure you disable any of these rules that might be enabled on the site:
  • USHolidays
  • CanadaHolidays
  • MexicoHolidays
  • UserDefinedHolidays
  • HolidayRule
All of the features contained in those rules are now found in the Holiday Configuration Rule. Keep in mind, once you turn on the Holiday Configuration rule, you cannot turn it off.

For more information on the Holiday Rule, please see TimeWorks Plus: Holiday Rule.

Advantages of Holiday Configuration Rule

This rule addresses the following issues that could not be handled by the legacy Holiday Rule. Note, the Holiday Rule can still be used, but should be disabled if you choose to use the new Holiday Configuration rule.

The Holiday Configuration rule will:
  • Add holiday hours on holidays regardless of whether the employee has punches or not.
  • Allow you to designate Holiday’s per Employee Group as well as vary the amount of hours given to those Employee Groups.
  • Let your client mandate that an employee must work their previously scheduled day before earning holiday hours. This requires the use of scheduling.

Activating the Holiday Configuration Rule

  1. Select Processing Rules from the Settings Menu.
  2. Select the Holiday category.
  3. From the list of search results, click Holiday Configuration. You will be brought to a page where you can both designate holidays and set Holiday pay rules for those holidays.

Designating Holidays

  1. In the top left corner of the page, select the year for which you want to set the holidays. This option allows for greater control over which holidays are observed in a calendar year.
  2. A list of default active holidays should appear in a table on the page. If you would like to add a holiday to the list, click Add Holiday near the top right of the table and a dropdown list will allow display standard US Holidays. If you would like to remove a holiday from the list, click the small ‘X’ following each Holiday.
  3. If your desired holiday does not appear on the Add Holiday list, you can click the Add custom holiday link to create an account specific holiday. A dialogue box will pop up where you can name your holiday and set the pattern of its observation.
  4. After adding/changing/removing any holidays, you must click Save Holidays at the bottom of the page.

Setting Holiday Eligibility

By default, each holiday is set to not pay the employees holiday pay. To change it, click the link following each holiday labeled Edit Eligibility. This is where you can dictate how many hours an employee earns for the holiday, how those hours are categorized as well as which employees are eligible for the pay. 

Before starting this step, if only a subset of the client’s employees are eligible for holiday pay, you will need to setup an Employee Group that identifies those employees. More information on setting up Employee Groups can be found here TimeWorks Plus: Employee Groups
  1. Click Edit Eligibility to start the dialogue for configuring the holiday. 
  2. Click in the text box below Apply to the following employees to decide which employees are eligible. The default is ALL EMPLOYEES (INCLUDING INACTIVE), but you can remove that criteria by clicking the X and replacing it with whichever Employee Group meets your client’s needs or simply ALL ACTIVE employees.
  3. Next, you can add additional conditions for paying the holiday hours. By default, this is left blank, so make sure you select one of the following:
    1. Unconditionally - employee gets the pay regardless of working or not working
    2. Worked Previously Scheduled Day - The rule will check for the last scheduled shift and see if the employee clocked in and out on that day. If not, they won't get the hours. This requires use of TimeWorksPlus’s scheduling feature or TimeSimplicity. 
    3. Worked 5 of Last 9 - This applies to statutory holidays in Canada that require the employee to work the same day of the week as the holiday for 5 of the last 9 weeks.
  4. Last, choose the Pay Type and amount of hours to pay with the corresponding dropdowns.
  5. Click UPDATE to close the dialogue box.
  6. You can proceed to make similar changes to additional holidays, but you must click the Save button at the bottom of the page before exiting this page or setting rules for a different year, otherwise your changes will not be saved.

Setting Different Rules for Different Employees

If your client has groups of employees that earn different amounts of holiday pay depending on a certain status, like Full Time vs. Part Time, you can set the Holiday Configuration rule to handle that.
You can create two instances of the same holiday for the purpose of paying out different amounts per employee group
  1. Start by setting up an Employee Group for each set of employees that earns hours on a holiday. To use our example from above, this could be a “Full Time” group and a “Part Time” group.
  2. For each group, create an instance of the holiday by adding a holiday. This is explained earlier in this article under STEPS FOR SETTING HOLIDAYS. The reason we do this is because each holiday can only have one rule. So if you have two groups with different rules, (like full time employees earn 8 hours and part time employees earn 4 hours), you will need two versions of each holiday.
  3. Follow the steps outlined in STEPS FOR SETTING HOLIDAY ELIGIBILITY for each group.

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