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Reporting Time if You Work Over Winter Break

This page provides instructions and time-reporting codes that will help you determine how to report your time if you work at Harvard over the holidays or the Winter Break. The PDF document near the bottom of this page provides scenario-based examples that explain how HUCTW Time Reporters should record Floating Holiday Earned (FHE), Floating Holiday Taken (FHT), and Floating Holiday Payout (FHP) time types now that PeopleSoft can track and maintain a floating holiday balance for overtime eligible employees.

Key Time Reporting Definitions & Codes

Holiday: A day recognized by the University as a paid holiday. A listing of the University’s paid holidays can be found on HARVie at: https://hr.harvard.edu/holiday-calendar

Winter Break: The non-holidays that occur between Christmas and New Years. These days are considered “paid recess.” Employees who do not work those days are paid their regular salary and report their scheduled hours as HOL. For employees who are asked to work during these days, they are paid their regular salary (REG) and may take those days worked over recess as personal time (Excused Absence) off at another time.

Floating Holiday Earned (FHE): A time type to be used by the employee when banking their holiday time earned with the intention to take the appropriate number of hours off with pay from his/her regular schedule at a time mutually agreeable to the employee and his/her department. This time type will increase an employee’s floating holiday balance.

Floating Holiday Taken (FHT): A time type to be used when an employee takes time off from their job with pay from his/her regular schedule at a time mutually agreeable to the employee and his/her department. This time type will reduce an employee’s floating holiday balance.

Floating Holiday Same Day Payout: (FHP): A time type to be used by an employee who earns a floating holiday but elects to receive the time as pay instead of banking the time for later use. Employees cannot use this time type to payout banked time from their floating holiday balance as it does not reduce the floating holiday balance.

Floating Holiday Expiration: Unused floating holiday balances expire each year on 6/30. Employees are expected to take all their banked holiday time by 6/30 of each year. In the event that circumstances prevented an employee from being able to utilize their bank time, the employee should notify his or her manager and/or local HR office prior to 6/30 to discuss other options available in reducing the employee’s unused floating holiday balance.