Holiday Rule vs. Holiday Configuration RuleWe do now have two different methods of handling holidays in TimeWorksPlus. Once you turn on the Holiday Configuration rule, you cannot turn it off.
If you are currently using the “Holiday Rule” on your client’s account, please bear in mind that this new rule will run in addition to the Holiday Rule. It is recommended you stick with the existing rule until you understand the differences of the two rules and decide which one works best for your client.
For more information on the Holiday Rule, please see TimeWorks Plus: Holiday Rule.
Advantages of Holiday Configuration RuleThis rule addresses the following issues that could not be handled by the 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 days when the employee also has punches.
- designate Holiday’s per Employee Group as well as setting different hours values per Employee Group.
- analyze whether an employee worked their previously scheduled day before adding holiday hours.
Activating the Holiday Configuration Rule
- Select Processing Rules from the Settings Menu.
- Select the Holiday category.
- 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.
- 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.
- 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.
- 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.
- After adding/changing/removing any holidays, you must click Save Holidays at the bottom of the page.
Setting Holiday EligibilityFollowing each holiday is a link 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.
- Click Edit Eligibility to start the dialogue for configuring the holiday.
- 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.
- Next, you can add additional conditions for paying the holiday hours. This could be either Unconditionally or, it could also check to see if the employee worked their previously schedule shift. Note, this last option requires use of TimeWorksPlus’s scheduling feature or TimeSimplicity. IMPORTANT: By default, this option is left blank, so you must make a choice here if you want the employees to receive holiday pay.
- Last, choose the Pay Type and amount of hours to pay with the corresponding dropdowns.
- Click UPDATE to close the dialogue box.
- 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 EmployeesIf 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.
- 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.
- 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.
- Follow the steps outlined in STEPS FOR SETTING HOLIDAY ELIGIBILITY for each group.