Tracking Holidays in Workday
With the launch of Workday, the University now has increased visibility into paid hours and can distinguish between productive (REG) and non-productive (S/L, VAC, HOL etc.) hours.
It is the responsibility of all salaried staff** to record all paid holidays as Holiday Taken Time Off in Workday in order to account for non-productive work hours. This practice is consistent with the requirements to record other non-productive hours such as Sick Time Off, Vacation Time Off, etc.
(**see Exceptions and Additional Considerations)
Refer to the UWHR website for information on holidays observed by the UW and eligibility for paid holidays.
Holiday Taken Time Off needs to be recorded on the actual day of the holiday. There are additional considerations for Midnight Divide Workers.
If the Holiday Taken Time Off is not entered, Holiday Credit will accrue.
- Follow the Holiday Taken Time Off Quick Guide for the process to record your paid Holiday in Workday via your Absence calendar. With this method, your Time Off request will be automatically approved.
- Time tracking workers can also enter Holiday Taken Time Off, along with other time offs, via the Enter Time process. When you enter Time Offs via the Enter Time process, they will be subject to the routing and approval rules of that process.
Holiday Credit Time Off vs. Holiday Taken Time Off
Holiday Credit Time Off
- For workers whose work shift assignment is First Shift, this Time Off accrues the day of the holiday based on the worker’s FTE on the holiday itself. See Holidays and Midnight Divide Workers if applicable.
- Accrues the day before the actual holiday for workers whose work shift designation is evening or night (staff campus).
- Holiday credit does not accrue when Unpaid Time Off or Cyclic Yearly Time Off is entered on the holiday.
- See the Enter Absence – Cashout of Compensatory Time and Holiday Credit User Guide for the steps to cash out Holiday Credit Time Off balances for workers who meet the criteria for the June 30 Annual Payout deadline.
Holiday Taken Time Off:
- Is the time off to be entered on the holiday.
- The Holiday Taken Time Off value cannot exceed eight (8) hours.
- If Holiday Taken Time Off is not entered, Holiday Credit is accrued and the worker is paid REG. A later entry would be Retro.
- Note for Thanksgiving: worker works Four 10’s (Friday-Monday). Normally scheduled day off is Thursday. Friday is scheduled for 10 hours. Though the worker has a 16-hour bucket of Holiday Credit for Thanksgiving weekend, only eight (8) hours of Holiday Taken Time Off can be entered on Friday, and the remaining two (2) hours must be entered as Holiday Credit Time Off.
- Holiday Taken Time Off can only be entered on the holiday itself. A validation error will display if this Time Off is selected on any other day. See Holidays and Midnight Divide Workers if applicable.
- Holiday Taken Time Off can be entered without approval, when entered on the holiday.
- To be paid for a scheduled holiday, an eligible worker must be in pay status the scheduled day prior to a Holiday. Review the Pay section of UWHR’s Holidays page for more information on pay status for various staff populations. This is not system enforced. The report R0012 Audit Unpaid Holiday exists for departments to audit for scenarios where there is unpaid time off on the day(s) leading up to the holiday. To ensure that employees who entered Holiday Time Off in Workday were indeed eligible, a unit’s Time and Absence Initiate should run R0012 Audit Unpaid Holiday after each holiday. If a worker’s unpaid time off on the day before the holiday is such that the worker is no longer eligible for the Holiday, the Time & Absence Initiate will need to ensure that the Unpaid Time Off is manually entered on the day of the holiday. Questions on specific scenarios can be directed to your unit’s HR Consultant. Medical Centers Payroll Services also audits for this in Kronos.
Exceptions and Additional Considerations
Note the following Exceptions and Additional Considerations for recording all paid holidays as Holiday Taken Time Off:
1. Department of Intercollegiate Athletics (ICA) Coaches and Academic Personnel
These populations are excepted from the information on this page; workers in these populations do not track holidays in Workday.
2. Classified Non-Union and Non-Exempt in the Teamsters 117 or WFSE Police Management Bargaining Units
For these populations, Holiday Taken Time Off should be entered on the holiday, regardless of productive hours worked. To align with the requirements under WAC 357-31 (for CNU) or the respective bargaining contracts (for Teamsters 117 and WFSE Police Management) a non-exempt worker who has been directed to work on the day of a designated holiday will need to record Holiday Taken Time Off in order to receive the straight time portion of their pay. The worker will then need to log their Hours Worked in their timesheet. These hours will reflect the premium portion of pay for the holiday and will be calculated at the overtime rate (1.5). As with any calculated overtime, the employee can follow the steps to accrue Compensatory Time Off if he/she so chooses.
A 100% FTE NE CNU employee is directed to work 8 hours on Memorial Day. The employee should record 8 hours of Holiday Taken Time Off based on their FTE. The CNU worker will then log their 8 hours worked in their timesheet to receive the premium portion (at the 1.5 overtime rate) of pay. Once these hours are entered, Workday will assess the Holiday Taken Time Off hours as Regular hours calculated at the straight time rate.
A 100% FTE NE CNU employee is directed to work 2 hours on Memorial Day. The employee should still record 8 hours of Holiday Taken Time Off based on their FTE. The CNU worker will then log their 2 hours worked in their timesheet to receive the premium portion (at the 1.5 overtime rate) of pay. Once these hours are entered, Workday will assess 2 hours of Holiday Taken Time Off hours as Regular hours calculated at the straight time rate. The remaining 6 hours of Holiday Taken Time Off will be assessed as Holiday pay.
Holidays and Midnight Divide Workers
- Holiday Credit Time Off accrues the day before the actual holiday for workers whose work shift designation is not First Shift as these employees may have a midnight divide work schedule (staff campus).
- As Holiday Taken Time Off can only be recorded on the holiday itself, additional consideration is needed by midnight divide workers. Midnight divide workers should record Holiday Taken Time Off hours in accordance with the hours within the shift that actually fall within the holiday. Any remaining hours within the shift that are outside of the holiday (across the midnight divide) should be recorded as Holiday Credit Time Off.
In the below scenario, this worker has the work schedule 100-6V Tue-Sat [5PM-1AM] Midnight 5×8. He did not work his normal 4:30-8:30pm to 9pm-1am shift across the Friday/Saturday midnight divide. As this shift had 7 hours on the holiday (Friday) and 1 hour outside of the holiday (Saturday), he recorded 7 Hours Holiday Taken Time Off on Friday and 1 hour of Holiday Credit Time Off on Saturday.
Frequently Asked Questions
I am the Time & Absence Initiate for several sup orgs. I thought all Holiday Taken Time Off entries are auto-approved in Workday. When I run the report R0332 Audit Holiday Taken Time Off, why do some of my workers show a status of “Awaiting Action”?
Holiday Taken Time Off entered through the absence calendar will be auto-approved by Workday. Holiday Taken Time Off entered in the Enter Time process will follow the same routing & approval workflow as timesheets. Review Tracking Holidays in Workday for more details.
I had a job change recently and my FTE decreased from 100% to 50%. Why do my future Holiday Taken Time Off requests still display with a quantity of 8 hours/day?
When your FTE changes, Workday will not adjust any time off that have already been submitted, even if they are for date(s) after the effective date of your new FTE; more details can be found here. Work with your Time & Absence Initiate to correct any applicable time off requests to reflect your new FTE.
I do not work the typical schedule of five consecutive days, eight hours per day, Monday-Friday, am I eligible to receive Holiday Credit Time Off?
See the following information from UWHR:
- Review the Holiday credit time off section of UWHR’s Holidays page for scenarios when your Work hours are greater than holiday hours and when your work hours are less than holiday hours.
- Review the Holiday leave record keeping section of UWHR’s Flexwork page for additional examples of holiday time keeping considerations, by employment category.