What are the codes to use on a small timesheet for Floating a Holiday and/or Using a Floated Holiday?

When an employee utilizes the floating holiday, this requires the department timekeeper to create a small timesheet for both the holiday worked as well as the holiday hours used at another time, This will need to be submitted to the payroll department to ensure that the employees check reflects the floated holiday hours. The following codes should be used to create the small timesheet: 

When an employee uses the floated holiday:   

• Electronic Timesheet:  Employee(s) select “Float this Holiday” on the day of the holiday worked. Then when using the holiday hours (30 days before or 90 days after) Employee(s) should utilize the leave code "Use Floating Holiday Leave".  The timesheet summary will reflect the used floated holiday as HLV.
• Timekeepers Submitting Small timesheet:  Use HLV when using a floated holiday and record the floated holiday hours taken. Provide a comment on the small timesheet noting what specific holiday was exchanged/plan to exchange.

When an employee works a non-magic 7 holiday and floats the holiday:

• Timesheet: Employee records worked hours and selects “float this holiday” on timesheet.  The timesheet summary will reflect the floated holiday time as HOX.

• Small timesheet:  Use HOX when a non-magic 7 holiday is worked and floats the holiday for future use.  Record the number of hours worked.  Provide a comment on the small timesheet noting what specific holiday was worked. 

When an employee works a magic 7 holiday: 

• Timesheet:  Employee records worked hours and selects “float this holiday” on timesheet.  The timesheet summary will reflect the floated holiday time as HO7.
• Small timesheet:  Use HW5 when a magic 7 holiday is worked and record the number of hours worked.  Provide a comment on the small timesheet noting what specific holiday was worked. 

Note: It is the department’s responsibility to manage the floated holiday to ensure appropriate usage. 

• Business Operations recommends tracking Floating holiday usage and exchange by running the Business Ops timekeeper report in CSV file type and saving a copy for each pay period.  You can use a filter as follows by the code you wish to track and review: 
  • Using Floating Holiday:  Filter on the column titled HLV
  • Exchanging non magic 7 holiday: Filter on the column titled HOX
  • Exchanging magic 7 holiday: Filter on the column titled HW5
• Please be advised that HLV (used leave) should be off-set on a one-to-one basis with the sum of HOX AND HW5 (exchanged) hours. 
• Please click here for more information regarding the Floating Holiday in our FAQs.