Descriptions of special scenarios where manual intervention is required are provided below to explain the process for:

Transcription

1 Statutory Holiday Payments This document provides an overview of the system generated s in Time and Labour. Queen s University has implemented two Statutory Holiday s in order to comply with Employment Standards for the calculation and payment of Statutory Holiday pay (Public Holiday Pay). The s are configured within the PeopleSoft Time Administration process that will run nightly. Which Statutory Holiday Hour is applied to the individual employee will correspond with the type of employee they are enrolled as in Time and Labour. There is no manual intervention required for normal Statutory Holiday Payments for employees with a standard M-F schedule (full or part time) or for Casuals. Descriptions of special scenarios where manual intervention is required are provided below to explain the process for: Reporting stat holiday for part-time employees When an employee requests an alternate day for their statutory holiday When an employee is asked to work on a statutory holiday How to address when a casual employee does not work following the statutory holiday Rule Descriptions 1. Statutory Holiday Hours Replacement Rule (for scheduled employees on a standard schedule (ie M-F)) Replaces the 'REG' Time Reporting Code (TRC) with the appropriate Statutory Holiday Time Reporting Code (TRC) based on the Time Reporter s (employee s) workgroup as follows: HOL - If the Time Reporter s Workgroup is = 254, 1302, GENSUP or Affiliate, the replaces the Time Reporting Code (TRC) REG with Time Reporting Code (TRC) 'HOL' HOH- If the Time Reporter s Workgroup is = 229, the replaces the Time Reporting Code (TRC) REG with Time Reporting Code (TRC) 'HOH' 2. Statutory Holiday Hours Creation Rule (for Casual Employees) Using the calculation set forth by the Employment Standards Act for Public Holiday Pay, the generates the appropriate hours to be paid to the employee based on the hours worked in the eligibility period. 1

2 Time Reporting Special Scenarios 1. A part-time salaried employee works 3 days a week (Tuesday, Wednesday, Thursday). When a statutory holiday falls on a Monday (as many do) the employee s schedule will not have hours on the holiday date in order to convert the REG to HOL or HOH. The employee will also be eligible for another day off in lieu of the Holiday (which is an OFF day for them) S M Tu W Th F Sa OFF OFF OFF OFF In order to properly identify the HOH time and account for the time the employee will take at a later date report time as follows: i. If the employee is taking the day off in lieu in the current time period (the Tuesday after the holiday): a. Using the Manage Schedules page, on the statutory holiday date (Monday) swap their OFF shift to a 7 hour shift. After Time Administration runs, the employee will have 7 hours of HOL on the holiday date. They will have 0 hours on the Tuesday. (Paid for 3 days this week) ii. If the employee wishes to bank the time they are owed off to use at a later date (for example in the summer) report the a. On the statutory holiday date (Monday) report 7 hours of STB1 (Statutory Time Banked) After the Time Administration process is run the employee will have 7 hours added to their STAT compensatory time off bank to be used at a later date. b. On the date the employee and their supervisor have agreed to be their day off in lieu of Good Friday report the i. After applying the schedule, remove the hours for REG ii. Report 7 hours of STT (Stat Time Taken) After the Time Administration process is run the employee will have 7 hours subtracted from their STAT compensatory time off bank. 2. A Salaried Employee CHOOSES to work on a Statutory Holiday (at straight time) in order to take another day off in lieu. Most likely cases are for employees who choose to celebrate religious holidays that are not part of the Queen s Statutory Holiday schedule. a. On the statutory holiday date (for example Friday April 22, 2011 is Good Friday) report the i. 1 unit of TRC NOHOL 2

3 ii. 7 hours of STB1 (Statutory Time Banked at 1.0) The employee will have 7 hours added to their STAT compensatory time off bank to be used at a later date. Once the Time Administration process is run the employee will have 7 hours of STB1 payable time. b. On the date the employee and their supervisor have agreed to be their day off in lieu of Good Friday report the i. After applying the schedule, remove the hours for REG ii. Report 7 hours of STT (Stat Time Taken) The employee will have 7 hours subtracted from their STAT compensatory time off bank. Once the Time Administration process is run, the employee will have 7 hours of STT payable time. 3. A 229 employee is REQUIRED to work on a Statutory Holiday. According to the Collective Agreement (Article 17.04) the employee may receive either: a. The employee s regular pay for the Statutory Holiday plus pay for the actual hours worked at 2 times the regular hourly rate b. The employee s regular pay for the Statutory Holiday plus pay for the actual hours worked at one (1) times the regular hourly rate plus equivalent time off with pay at a mutually convenient future date. The future time off will not be considered lieu time for the purposed of accumulation as per Article Below is both options outlined for an employee who works 4 hours on the statutory holiday. Option a i. On the Statutory Holiday date report the a. 7.5 hours REG (as from schedule) b. 4 hours OT2 (Overtime at 2.0) ii. Once the Time Administration process is run, the employee will have the following in Payable Time a. 7.5 hours HOH (from the ) b. 4 hours OT2 Option b i. On the Statutory Holiday date report the a. 7.5 hours REG (as from schedule) b. 4 hours OT1 (Overtime at 1.0) c. 4 hours STB1 (Stat time banked at 1.0) iii. Once the Time Administration process is run, the employee will have the following in Payable Time a. 7.5 hours HOH (from the ) b. 4 hours OT1 c. 4 hours STB1 The employee will have 4 hours added to their STAT compensatory time off bank to use at a later date. 3

4 It is important to note that each collective agreement is different in the payment for working on the statutory holiday: Employee Group Collective Agreement/Policy Time and Labour CUPE Local An employee who is required to work on any of the ten (10) paid holidays AND enumerated above shall, provided he/she is eligible to receive payment for such a holiday, be paid in addition for the time worked at two (2) times his/her regular hourly rate with a minimum of four (4) hours pay at straight time. the timekeeper will need to report the hours worked at OT2 (with a minimum of 2 hours) CUPE Local 1302 Staff An employee who is required to work on any of the above holidays shall be paid his/her regular holiday pay plus pay for any time worked at one and one-half (1½) times his/her regular rate. The employee may choose to receive a day off with pay, scheduled at a mutually convenient time, in lieu of his/her regular holiday pay. Employees required to work on an observed holiday will receive payment at time and one half for the actual hours worked, in addition to their regular pay for the day itself. An employee has the option to receive payment for actual hours worked in the form of monetary compensation or equivalent time off with pay at a mutually convenient time to the Employer and the employee. Decisions regarding which of these options will be chosen, should be reached between the Department and AND a)the timekeeper will need to report the hours worked at OT5 OR b) 7 hours of STB1 to be banked and taken at a later date AND a)hours worked at OT5 OR b)hours worked at STB15 4

5 the employee prior to the observed holiday. 4. A Casual employee is on contract to work from January 1- April 30, After the Easter weekend (April 22-24) they choose not to return to Kingston and do not work their last scheduled shift of Wednesday April 27 th, According to Employment Standards: Generally, employees qualify for the public holiday entitlement unless they: fail without reasonable cause to work all of their last regularly scheduled day of work before the public holiday or all of their first regularly scheduled day of work after the public holiday (this is called the "Last and First Rule"); or fail without reasonable cause to work their entire shift on the public holiday if they agreed to or were required to work that day. Most employees who fail to qualify for the public holiday entitlement are still entitled to be paid premium pay for every hour they work on the holiday. In order to STOP the statutory holiday pay for this employee: a. On the statutory holiday date (Friday April 22, 2011) report: i. 1 unit NOHOL After the time administration process has run, this employee will have no payable time on Friday April 22, If the NOHOL had not been reported, the employee would have had time created with the TRC HOH according to the calculation set forth by employment standards. 5