Processing the Floating Holiday as a Department Timekeeper

If you have regular hourly staff that are required to work holidays, the University of Louisville has implemented a new policy effective Winter Break 2019, 12/21/2019 - 01/01/2020. The policy introduces the floating holiday option. Click here for more information on the new policy.

Non-grant funded employees – if the eligible, non-exempt employee is required to work during the winter break, they should be given the choice between the following two options:

 Option 1:     The employee can receive 2x their pay with no floating holiday option.

 Option 2:   The employee can choose to receive straight time pay for hours worked and use a floating holiday at a later date. This option requires the department timekeeper to create a small timesheet . Two small timesheets are necessary to record the holiday that is being floated, and a second small timesheet will need to be created when the floated holiday is used. The small timesheets will need to be submitted to the payroll department.

Grant funded employees – if the eligible, non-exempt employee is required to work during the winter break, they MUST take a floating holiday for all holidays worked in addition to their applicable rate of pay as outlined in PER 4.03, effective December 21, 2019.

This requires the department timekeeper to create a small timesheet when the holiday is being floated and a second small timesheet will be created when the floated holiday is used. The small timesheets will need to be submitted to the payroll department.

Employees will record their leave with the codes “Float this Holiday” and “Use Floating Holiday Leave” in the Time Capture System. This will NOT record in the PeopleSoft Payroll System therefore, the timesheet is required.

For additional questions on the policy or how to record the timesheet correctly, please contact Business Operations at businessops@louisville.edu or by phone at 502.852.7549. For questions regarding the payroll process, please contact the Payroll team at payroll@louisville.edu or by phone at 502.852.2978.