Date printed: 11-20-2017   Last updated: 12-15-2010

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Applies to versions: 1.8



Holidays



 

The TimeIPS Holidays feature automatically allocates paid holiday hours. The Payroll Integration with Benefits Tracking module is required.

Summary:

The automated holiday process is explained in the following diagram.

Holiday Diagram

 

Each Holiday Group is connected to Holidays by Holiday Group Observances. The Holiday Group Observance defines the date of observance, payment parameters, and requirements to earn the holiday. The system uses that information to create Holiday Events which are the actual hours paid to the employee. The interaction of Holidays, Holiday Groups, and Holiday Group Observances to create Holiday events is also shown in the following diagram.

 

Holiday Process Summary

  1. We define a holiday called Labor Day which occurs on the first Monday of September.
  2. We have a holiday group called "Full Time" which has two members: Jacob and Anna.
  3. We create a Holiday Group Observance for the Full Time group for Labor Day for 2011. We define that this observance will pay 8 hours and might also have additional requirements such as that the employee work the adjacent day before or after the holiday.
  4. After the Holiday has passed the system automatically creates individual Holiday Events for each member of the holiday group. The earned/unearned status and hours paid can be edited on an individual basis.

 

To Add A Holiday

Begin by clicking the plus icon next to "Create a new Holiday." The area will expand to present you with basic options for defining the holiday name and when the holiday occurs as in the image below.

Create Holiday By Date

The image above shows a holiday that is observed by date. The holiday being created here occurs on the 15th of December. The year is discarded. Use this option if the holiday occurs on the same day of the year every year.

 

Create Holiday By Rule

The holiday being created in the image above occurs on the day before the third Friday in January. Use this method if the holiday occurs on different calendar days every year. The rule can be defined so that the holiday occurs any number of days or weeks before or after another defined holiday or before or after a number of a specific weekdays have occurred in a month (i.e. 4th Thursday in November).

After you have entered the name and general observance of the holiday click the "Add Holiday" button to add the holiday to TimeIPS. It will be added to the list of holidays as shown below.

List of Holidays

To Edit A Holiday

To configure a holiday, begin by clicking the plus icon next to the holiday's name.

Editing Holidays

Here you have the option to change the name or observance rules for the selected holiday. Remember to press Save Row when you are done. To create an observance click the "Add Next Observance" button. This will use your defined rules to create a general holiday observance. These observances will be used as a basis for creating Holiday Group Observances. You can have as many observances per year as you desire.

General Holiday Observance

Here we have created the next observance of Labor Day. To change the date of the general observance click on the calendar icon. To delete the observance click the red X. To view all holiday events associated with this observance click "View All Events." As we are working with the general holiday observance here, any changes will affect all holiday groups that are observing this holiday.

To Delete A Holiday

Click the "Delete" button at the top of the Holiday Details tab. This will delete all events for this holiday for all groups for all years. Holidays with events that have been exported through payroll can not be deleted.

To Add A Holiday Group

Holiday Groups are groups of employees who share the same holiday rules. To create a Holiday Group click the plus icon next to "Create a New Holiday Group."

Create a Holiday Group

Fill in the holiday group name and an optional description.

 

To Edit A Holiday Group and Add Members

Click the plus sign next to the name of the holiday group. 

Edit Holiday Group

From this interface you can change the name of the group and edit the group's description. To add employees to the group select them on the left and press the right facing arrow. To remove employees from the group select them on the right and click the left facing arrow. Removing an employee from a group will not remove existing Holiday Events. Employees can only belong to one Holiday Group at a time.

 

Connecting Holidays To Holiday Groups - Holiday Group Observances

Holiday Group Observances are the specific observances of a Holiday by a Holiday Group. This is the primary place where you will edit the requirements, dates, and pay criteria for each Holiday Group each time they observe the Holiday. To begin, click on the plus next to the Holiday name in the holidays table then click on the tab for the Holiday Group. In this example we are configuring an observance for the Holiday Group Full Time for the Holiday Labor Day. If the list is empty, click the "Append New Observance" button.

HGO1

This interface presents you with a collapsed list of Holiday Group Observances. The observance in this example will be observed through the whole day of 9/5/2011 and will pay 8 hours starting 9/5/11 at 8:00 AM. The dates are derived from the general Holiday observance on the "Holiday Details" tab. 

To delete this Holiday Group Observance click on the red X. This will also delete any associated Holiday Events. The Holiday Group Observance cannot be deleted if any of its Holiday Events have been exported through payroll.

To view a list of Holiday Events associated with this Holiday Group Observance click on the link that says "Events."

To configure rules for this Holiday Group Observance click the plus sign on the left. Following are images of sections of the fields which become available for you to use in configuring this observance. After each image is a list of descriptions of the fields shown.

Section 1

HGO 2

Section 2

HGO 3

Section 3

HGO 5

Section 4

HGO 6

 

To Review Holiday Events

Begin by clicking on "View All Events" for the general holiday observance or on "Events" for the Holiday Group Observance. you will be taken to the Holiday Event Administration page in another window.

Holiday Event Administration 1

This page presents you with a filtered list of Holiday Events. The initial table shows you a summary of each employee, the Holiday, paid time start and end and duration. 

The system processes holiday events hourly.

This means that every hour the system checks to see if there are any new holiday events that need to be created or if any holiday events that have already been created need to be marked as earned/unearned. You can make this process happen at your convenience by using one of the three buttons at the bottom of the Holiday Event Administration page. 

  1. Check Earned Status: This button will examine every holiday event on the page and check to see if the event has been earned or unearned by the employee. You might do this if you are using waiting period or adjacent day rules or if you make changes to these rules.
  2. Reset Events: This will delete every Holiday Event on the page and attempt to recreate it. The new event will have the default earned status and will not retain manager override approval/disapprovals. It will also have dates and pay hours reset to the default values. If an employee has been removed from the Holiday Group the Holiday Event might not be recreated when you press reset events.
  3. Create Events: This button processes Holiday Events and will create any events that are missing. It can be used when there are no events created yet or if you have clicked the purple "Recalculate" arrow to remove individual events. In this latter case pressing "Create Events" will recreate the holiday events with their default values if the employee is still in the holiday group and the holiday group observance is still being observed. This combination can be used to selectively reset individual events or group of events without clicking the "Reset Events" button.

 




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