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Financial Operations
Payroll

Reporting Recognition & Holiday Hours

Recognition Days
Eligibility

This leave is available to salaried employees who are currently working and accruing leave; it is not available to hourly employees or salaried staff who work fewer than 12 months but who are not working or accruing leave during the pay period. UHR will provide guidance on when this leave will expire. If you are unsure of your eligibility for this leave, please contact UHR at [[askhr]].

Employees and supervisors can review leave balances in Banner self-service. If you have questions about your leave balance or eligibility, please contact [[askhr]].

Below are instructions for reporting Recognition Leave on your Self Service timesheet.

Timesheet Guidance  

Non-exempt employees who submit timesheets each pay period: 

  1. Recognition leave will be added to your leave balance.
  2. You will record “Recognition Leave Taken” on the appropriate day(s) to use recognition leave.
  3. If you need to lower your annual leave balance by using annual leave instead of recognition leave, record annual leave as you usually would. The recognition leave will remain available until the expiration date announced by UHR.
  4. If your supervisor requires you to work on a day identified as Recognition Leave, please coordinate with your supervisor to use the leave by the expiration date announced by UHR.
  5. Your supervisor is responsible for ensuring that you have recorded your recognition leave appropriately.

Exempt employees who submit timesheets only when they take leave: 

  1. Recognition leave will be added to your leave balance.
  2. No action is needed on your part to record the use of recognition leave during these pay periods. The system will automatically record it as used and remove it from your leave balance.
  3. If you need to lower your annual leave balance by using annual leave instead of recognition leave during these pay periods, record annual leave as you normally would. The recognition leave will remain available until the expiration date announced by UHR.
  4. If your supervisor requires you to work on a day identified as Recognition Leave and you plan to use the leave in a different pay period (by the announced expiration date), please contact UHR for guidance on “re-claiming” the unused Recognition Leave hours.

NOTE: If you work fewer than 40 hours per week, the recognition leave you receive will be pro-rated based on your appointment percentage (e.g., if you work 30 hours per week, you will receive 6 hours of leave rather than 8). If the pro-rated leave loaded does not provide enough leave for you to take the entire day off, you may use other available leave to supplement the recognition leave.

Holidays
Eligibility

Holidays are available to salaried employees who are currently working and accruing leave; they are not available to those salaried staff who work fewer than 12 months and are not working during the pay period when the holiday occurs.

According to the Holiday Pay for Hourly Employees policy (pdf), hourly staff who were eligible to receive holiday pay during the previous leave year were notified in January or July that they were eligible. Their supervisors at the time were also notified. If you have questions about the eligibility of a particular hourly employee, please contact [[askhr]].

Below are instructions for reporting Holiday Leave on your Self Service timesheet.

Timesheet Guidance  

Non-exempt (salaried) employees, who submit timesheets each pay period:

  1. No additional action is needed if you take the holidays as scheduled.
  2. If you are required to work on the holiday, you may, with the approval of your supervisor:
    1. Record the holiday hours on a different day within the same pay period or
    2. Leave the holiday hours as they are and record any hours you worked (up to 8) as Compensatory Leave Earned on your timesheet; this will result in hours added to your Comp Leave balance. These hours should be used at the first opportunity by recording Compensatory Leave Taken on a subsequent timesheet. Compensatory Leave expires after one year.

Example A:

To record the holiday hours on a different day within the same pay period, if you are scheduled to work on December 23, delete the holiday hours on that day and enter the same number of hours as Holiday- Observed on a different day. Record the hours you work on December 23 as you would on a normal workday:

Example A


Example B:

If you are scheduled to work a partial day on December 23, leave the holiday hours as they are, and record the hours you work as Compensatory Leave Earned:

Example B

Exempt employees who submit timesheets only when they take leave: 

  1. There is no action needed on your part to record the use of holidays.
  2. If you are required to work on the holiday, you may, with the approval of your supervisor:
    1. Take a holiday on a different day within the same pay period (no action required) or
    2. Record Compensatory Leave Earned on your timesheet; this will add hours to your Comp Leave balance. These hours should be used at the first opportunity by recording Compensatory Leave Taken on a subsequent timesheet. Compensatory leave expires after one year.

Hourly employees who are eligible for holiday pay:

Hourly employees eligible for holiday pay should record Hourly Holiday Pay for the hours usually worked, up to 8, for the official holiday date (observed).

If you have questions about recording time on your timesheet, please contact [[payofc]].