There are a variety of ways to add holiday and vacation time for your employees, but creating a holiday policy allows you to set all your holidays on autopilot so that the system knows when and how to allocate holiday time to your staff. Read on to learn how:
Creating Automatic Paid Holidays
There are two components to each Holiday Policy. The first is the Policy Information section identifying the name and description of the policy. The second component is the Holiday Rule where the specific dates, earning codes, etc. are identified. A Holiday Policy can be set up for each individual Holiday throughout a calendar year or a single policy can be set up with Rules added for each specific Holiday, or a combination based on organizational preference.
- First, click on the "Setup" tab, then from the drop-down menu on the top left of the page, select "Policies Menu."
- Select "Holiday Policies" from the sidebar menu and click on the yellow "Add" button.
- Now you can begin building your policy. Write a "Code" to title your policy and then a "Description" that informs you what this policy is about. The next step is to click on "Import" to import nationally recognized or "Add" to create holidays from scratch. Typically clicking on "Import" fills out your holiday policy with all the major holidays and then you can create add-ons.
- Here is the holiday import list. Click the year and select the holidays you would like to import; you can select all by ticking the top radio button or select individual holidays where they are. Then click "Import."
- After the import, all the holidays will appear in the "Holiday Rules" window. To begin defining the holiday policies, click "Edit" next to one of the holidays.
- The Edit Holiday Rule box can look complex but it is quite basic when broken down. For "Is Working Day" check if your employees will be working. Check "Automatic Pay" if they will be automatically paid for that holiday. Check "Pay Work & Automatic Pay" if your employees will be paid for the holiday and be given an extra rate if they work.
The two "Pay Only" rules allow you to program the policy to pay only if your employees work the day before or the day after the holiday, and/or if they are scheduled to work the day before or the day after the holiday.
For "Automatic Earning" you would select the earning that applies to this specific holiday. If you have a holiday earning you could select "Holiday," or, another common earning is "Overtime" (where you might pay them time and a half)." Select whichever earning represents the rate you would like to pay.
For "Automatic Earning Type" select the earning type that applies to this specific holiday, which more often than not would be "Holiday."
The next two fields apply to employees who are working on this holiday. For "Working Earning" you would select the earning you would like to pay the employees working on this holiday.
For "Working Earning Type" select the earning type that applies to their earning for the Holiday.
Now let's go in order to fill out the remaining fields. Leave "Earning Configuration" as it is. For "Automatic Hours," you can enter the number of hours your employees will be working this holiday or check "Automatic From Schedule" to pull the hours from their schedule. Where it says "Overtime Policy" you can select a specific overtime policy to apply. By "Rule Qualifier," you can enter the number of days employees must work before being qualified to receive holiday pay. To finalize your holiday rules you can click "Apply" to save your work or click on "Copy" to save your rules and apply them to other holidays.
- Now it's time to apply the policy to your employees' master profile. Go to the "Setup" tab and from the left drop-down menu select "System Menu." Click on "Master Profiles" and select the one you would like to apply your holiday policy to.
- Within the master profile, select the Holiday Policy from the drop-down menu next to the field that says "Holiday Policy" and then click "Save" to save.