Holiday Rules

How to get to this page: Configuration tab > Rules > Pay Groups > Edit Pay Group > Holiday Rules tab

In this section you configure qualification rules for the holidays/special days of each pay group and add holidays to pay groups. For each pay group, you first set high-level, general configuration parameters. You can create individual rules for the pay group.

Set holiday rules configuration parameters

Click Holiday Qualification Rule. The setting for each of the three qualifiers, joined by the two selectable condition fields, combine to produce the qualification rule (conditional statement). By default, the three qualifiers are set to 0.

So for example, if you want this rule to require employees to work 5 days prior to a holiday and 5 days after the holiday and to have been employed for at least 90 days, you enter 5 for Scheduled Days Worked Before, click and select AND, enter 5 for Scheduled Days Worked After, and enter 90 for Min Days Employed:

To the right of this field, click . Select AND (default) to include this qualifier with the next qualifier; click OR to make this qualifier conditional with the next qualifier.

To the right of this field, click . Select AND (default) to include this qualifier with the next qualifier; click OR to make this qualifier conditional with the next qualifier.

Note: You can override this setting later when configuring individual rules for Special Days.

Creating a new holiday rule

Click New Holiday Rule. There are four sections (tabs) for setting up a new holiday rule. Note that in order for an employee to be eligible for a Holiday Rule, the Holidays field on the personnel tab of employee profile must be selected.

Click the following links in order and follow the instruction steps:

General tab (default)

    1. Assign a unique identifier as the  Rule ID and enter a Rule Description.

If you want this holiday rule to be available in the system, click to place a check mark next to Active (default).

    1. Choose the Day Type by clicking and choosing either Holiday or Special day. Special days are treated as holidays with one exception - the qualification rules can be changed.
    2. Specify  Holiday Dates by clicking Select and choosing, on the pop-up list, from the holidays/special days not yet assigned to this pay group. Click to select the holidays/special days that you want to add to this pay group and click OK.

Note: there can be multiple dates for a holiday due to shifts; multiple dates is listed separated by a comma.

    1. Specify the appropriate scenario and select either the Pay or Accrue option for the selected scenario:
      • Pay Scenarios– holiday hours are paid regularly to the employee.
        1. Click to select one or more type of Scenario to which this rule applies: 
          • Worked/Scheduled – determines the number of hours of holiday benefit if the employee was scheduled and worked on this holiday.
          • Worked/Not Scheduled – determines the number of hours to apply to the holiday pay type if the employee was not scheduled but worked this holiday.
        • Not Worked/Scheduled – determines the number of hours to apply to the holiday pay type if the employee was scheduled but did not work on this holiday.
        • Not Worked/Not Scheduled – determines the number of hours to apply to the holiday pay type if the employee was not scheduled and did not work on this holiday.
        1. For the Scenario selected, next specify the type of Hours applicable to this rule:
        • None – no additional holiday benefit is paid.
        • Scheduled Hours – hours scheduled are paid as holiday benefit.
        • Fixed Hours – a set number of hours are paid as holiday pay. Use the arrow keys to enter this number of hours in the Values field.
        • Employee/Fixed – a set number of hours are applied toward holiday pay. Hours applied are based first on the value set in the employee profile, on the fixed value if the employee's value is zero. Use the arrow keys to enter the fixed number of hours in the Values field.
        • Worked – the number of hours actually worked are applied toward the holiday pay type.
        1. If you want to override the default multiplier set up in the pay type use the arrow keys to specify the new pay rate  multiplier.
        2. Under Type, assign the Pay Type to which this rule applies, click and in the pop-up dialog, choose a pay type from the list and click OK.
      • Accrue  Scenarios– holiday hours accrue, and are assigned to a designated accrual group. For more information, see Accrual Groups.
        1. Click to select one or more type of Scenario to which this rule applies:
        • Worked/Scheduled – determines the number of hours of holiday benefit if the employee was scheduled and worked on this holiday.
        • Worked/Not Scheduled – determines the number of hours to apply to the holiday pay type if the employee was not scheduled but worked this holiday.
        • Not Worked/Scheduled – determines the number of hours to apply to the holiday pay type if the employee was scheduled but did not work on this holiday.
        • Not Worked/Not Scheduled – determines the number of hours to apply to the holiday pay type if the employee was not scheduled and did not work on this holiday.
        1. Specify the type of Accrual Hours applicable to this rule:
        • None – no additional holiday benefit is accrued.
        • Scheduled Hours – hours scheduled accrue as holiday benefit.
        • Fixed Hours – a set number of hours accrue as holiday pay. Use the arrow keys to enter this number of hours in the Values field.
        • Employee/Fixed – a set number of hours are applied toward accrual. Hours applied are based first on the value set in the employee profile, on the fixed value if the employee's value is zero. Use the arrow keys to enter the fixed number of hours in the Values field.
        • Worked – the number of hours actually worked accrue toward the holiday pay type.
        1. If you want to override the default multiplier set up in the pay type use the arrow keys to specify the new pay rate  multiplier.
        2. If you want to set an expiration for hours earned by this rule, click on the currently selected setting in the Expiration Date column (the default value is None) and choose from the list of available options; select how long after the date accrued the hours earned by this rule will expire:
          • None – hours earned by this rule do not expire (unless expired by a carryover rule).
          • Number of Days to Expiration – hours earned by this rule expire after the number of days you specify in the Values field.
          • Number of Months to Expiration – hours earned by this rule expire after the number of months you specify Values field.
          • Number of Years to Expiration – hours earned by this rule expire after the number of years you specify Values field.
          • Specific Date – click and, using the pop-up calendar, choose the specific date on which hours earned by this rule expire.

        Note: Expiration always occurs at 12:00 AM of the day following the expiration; hours can be used until the end of the day on the date of expiration.

        1. Under Type, assign the Accrual Type to which this rule applies; click and in the pop-up dialog click to choose an accrual type from the list and click OK.

Qualification tab

The Qualification Rule settings here are available only for Special Days. Here you can override the pay group's Holiday pay qualification rule. All holidays use the same qualification rules. To establish a day without these rules, set up a Special Day.

The setting for each of the three qualifiers, joined by the two selectable condition fields, combine to produce the qualification rule (conditional statement) for this special day. By default the three qualifiers are set to 0. So for example, if you want this rule to require employees to work 5 days prior to a holiday or 5 days after the holiday and to have been employed for at least 90 days, you enter 5 for Scheduled Days Worked Before, click and select OR, enter 5 for Scheduled Days Worked After, and enter 90 for Min Days Employed:

      • Scheduled Days Worked Before – the number of scheduled days prior to the holiday that employees must work to receive the holiday pay. The employee must work all of the scheduled days. Use the arrow keys to enter the number of days.

To the right of this field, click . Select AND (default) to include this qualifier with the next qualifier; click OR to make this qualifier conditional with the next qualifier.

      • Scheduled Days Worked After – the number of scheduled days after the holiday that employees must work to receive the holiday pay. If the employee is not going to be scheduled to work for a few days after the holiday, the holiday benefit time is not awarded until the qualification is met, which may be several days after the holiday. In situations such as this, it is recommended that the day be setup and defined as a Special Day instead of a Holiday.

To the right of this field, click . Select AND (default) to include this qualifier with the next qualifier; click OR to make this qualifier conditional with the next qualifier.

      • Min Days Employed – enter the minimum number of days that an employee must be employed before being eligible for the holiday.

Applies To tab

Specify options for which shifts and levels are applicable to this rule. By default, all shifts and all levels are selected. To choose specific options, click to remove a check mark, and click the respective Select button and choose from that list:

Miscellaneous tab

    1. When an employee works on a holiday, the Week/Period OT Base Deduction setting determines which set of hours to deduct from the overtime base:
      • None – no deduction takes place. Both the holiday hours and the hours worked are credited toward overtime.
      • Holiday Hours – holiday hours are deducted from the overtime credit; only the hours worked are credited toward overtime.
      • Worked Hours – hours worked are deducted from the overtime credit; only the holiday hours are credited toward overtime.
      • Greater of Holiday/Worked – the greater of either the holiday or worked hours are deducted from the overtime credit.
      • Lesser of Holiday/Worked – the lesser of either the holiday or worked hours are deducted from the overtime credit.
    1. If you want this holiday to be scheduled as a workday with these rules applied, click to place a check mark next to Schedule as Work Day.
    2. To specify an alternate pay type to be used for those employees not qualified for the holiday specified for this pay type, click to select Use Alternate Pay Type. In the pop-up list click to select the alternate pay type and click OK.
    3. To Use the next scheduled day if not normally scheduled on this holiday, click to place a check mark next to this field.

Save your holiday rule. When you are finished entering settings, choose one of the following ways to save the new holiday rule:

Editing a holiday rule

  1. Double click anywhere on a holiday rule's display line to open the holiday rule dialog. If the holiday rule you want to edit does not appear on screen, you can locate it one of three ways:
  1. Make necessary changes to the holiday rule. For information on the setup fields, see creating a new holiday rule in the section above.
  2. Click Save to save the edited holiday rule.

Click Save and New to save your changes and enter a new holiday rule.

Click Save and Close to save your changes and close the holiday rule dialog.

Copying a holiday rule

  1. Click Copy Rule. You can copy the rule to the currently selected pay group or to another pay group. Note that if·you are copying to the same pay group, you must specify a new name for the rule.
  1. To select the rule you want to copy, click and choose from the list of available holiday rules.
  2. Specify the Pay Group to copy to by clicking the and choosing from the list of available pay groups.
  3. Assign a New Rule ID by typing it into the New Rule ID text box.

Deleting a holiday rule

  1. Click to highlight the display line of the holiday rule you want to delete. To select multiple rules, hold the Ctrl key while you click. If a holiday rule you want to delete does not appear on screen, you can locate it one of three ways:
  1. Click Delete Rule. Note that a rule cannot be deleted after it is attached to any records.