Holiday Pay Negation Process

This process identifies and negates holiday pay codes using a sequential 3-pass method.

Notes

  • Fix timecards first: Make sure all corrections (absences, exceptions, schedules, etc.) on scheduled workdays before and after are addressed before starting this process.
  • Job aid: Make pay code edits from a dataview.
  • Make negative amount holiday pay code edits: This will subtract the holiday credit from the timecard.
  • Consider unique timing of holidays:
    • Example: Holiday observed date occurs on a Monday:
      • While running payroll for the holiday week, personnnel will be out of the office on the following Monday for the holiday.
      • Therefore, the holiday pay negation process will need to be executed Tuesday morning before payroll runs.
  • Follow George’s policies on weekend holidays:
    • Pay code edits must be made on the observed holiday date.
    • Please refer to George’s policies for clarification on observed holiday dates for holidays on weekends.
    • You should also be able to see the holiday paid date on the timecard.

    Dataview Information

    • G – Holiday Pay Validation – 1st Pass: Negating holiday hours based on disqualifying absence events.
    • G – Holiday Pay Validation – 2nd Pass: Negating holiday hours based on disqualifying exception events.
    • G – Holiday Pay Validation – 3rd Pass: Validating & correcting negative holiday hour totals.

    Holiday Pay Negation - Step-by-Step

    Repeat the steps below for Pass 1 & 2, in order:

    1. Open the correct Dataview for the current pass.
    2. Set your timeframe for the scheduled workdays before and after the holiday.
    3. The dataview will show employees grouped by shift and department.
    4. Investigate and correct to remove holiday pay:
      • Use negative amount pay code edits - should be -8.00 / -8:00.
    5. Shift-specific rules:
      • Day shifts (1, 4, 6): Negate G – Holiday only.
      • Night shifts (2, 3, 5, 7): Negate G – Holiday and either G – Holiday 1.50 or G – Holiday 2.00, depending on your location’s premium rate.

    Validating Negative Holiday Hours

    Perform these steps for Pass 3:

    1. Open the correct Dataview for the current pass.
    2. Set your timeframe for the scheduled workdays before and after the holiday.
    3. The dataview will show employees grouped by shift and department.
    4. Investigate & correct employees with a negative holiday hours amount.

    Absent

    1. Under the Absent Hours column, change the operator to IS NOT NULL.
    2. Under the Holiday Hours column, change the operator to > with a value of 0.
    3. Perform pay code edit from dataview to negate holiday pay.

    No Call No Show

    1. Under the Absent Hours column, change the operator to <No Filter>.
    2. Under the No Call No Show Hours column, change the operator to IS NOT NULL.
    3. Perform pay code edit from dataview to negate holiday pay.

    FMLA

    1. Under the No Call No Show Hours column, change the operator to <No Filter>.
    2. Under the G - FMLA column, change the operator to IS NOT NULL.
    3. Perform pay code edit from dataview to negate holiday pay.

    LOA

    1. Under the G – FMLA column, change the operator to <No Filter>.
    2. Under the G – LOA column, change the operator to IS NOT NULL.
    3. Perform pay code edit from dataview to negate holiday pay.

    Late-In-Early-Out Greater Than 12 mins

    1. Under the G – LOA column, change the operator to <No Filter>.
    2. Under the Late In and Early Out Exception Count column, change the operator to IS NOT NULL.
    3. Under the Tardiness Exception Hours column, change the operator to > with a value of 0.5.
    4. Perform pay code edit from dataview to negate holiday pay.

    Long Break Greater Than 12 Mins

    1. Under the Late In and Early Out Exception Count column, change the operator to <No Filter>.
    2. Under the Long Break Exception Count, change the operator to IS NOT NULL.
    3. Under the Tardiness Exception Hours column, change the operator to > with a value of 0.5.
    4. Perform pay code edit from dataview to negate holiday pay.

     

     

     

    Absent

    1. Under the Absent Hours column, change the operator to IS NOT NULL.
    2. Under the Holiday 1.50 or Holiday 2.00 column, change the operator to > with a value of 0.
      • You will use your respective location’s shift premium pay code.
    3. Perform pay code edit from dataview to negate holiday pay.

    No Call No Show

    1. Under the Absent Hours column, change the operator to <No Filter>.
    2. Under the No Call No Show Hours column, change the operator to IS NOT NULL.
    3. Perform pay code edit from dataview to negate holiday pay.

    FMLA

    1. Under the No Call No Show Hours column, change the operator to <No Filter>.
    2. Under the G - FMLA Hours column, change the operator to IS NOT NULL.
    3. Perform pay code edit from dataview to negate holiday pay.

    LOA

    1. Under the G – FMLA column, change the operator to <No Filter>.
    2. Under the G – LOA column, change the operator to IS NOT NULL.
    3. Perform pay code edit from dataview to negate holiday pay.

    Late-In-Early-Out Greater Than 12 mins

    1. Under the G – LOA column, change the operator to <No Filter>.
    2. Under the Late In and Early Out Exception Count column, change the operator to IS NOT NULL.
    3. Under the Tardiness Exception Hours column, change the operator to > with a value of 0.5.
    4. Perform pay code edit from dataview to negate holiday pay.

    Long Break Greater Than 12 Mins

    1. Under the Late In and Early Out Exception Count column, change the operator to <No Filter>.
    2. Under the Long Break Exception Count, change the operator to IS NOT NULL.
    3. Under the Tardiness Exception Hours column, change the operator to > with a value of 0.5.
    4. Perform pay code edit from dataview to negate holiday pay.
     

     

    Preventing Negative Net Totals

    1. From the Totals tab, click the Show Filters Row button and select Clear All Filters.
    2. Under the Holiday Hours column, change the operator to < with a value of 0.
    3. Select all employees with negative net totals and make corrections as needed.
    4. (NEW) Click the Show Filters Row button and select Clear All Filters.
    5. Under the Holiday 1.50 or Holiday 2.00 column, change the operator to < with a value of 0.
    6. Select all employees with negative net totals and make corrections as needed.