To: TIM Administrators
From: TIM Support
Holiday Reminders
- Holiday hours appear automatically in TIM for SHRA employees with 50%, 75%, 80%, and 100% FTE. For SHRA part time permanent employees whose FTE percentage is not equal to 50%, 75% or 80% the TIM Administrators must enter the ‘Holiday’ pay code and the pro-rated amount of holiday hours on the day with the holiday in the timecard. Holidays do not appear in EHRA timecards.
- If an employee is not eligible to receive holiday hours, insert a row on the day with the holiday, select the ‘Holiday’ pay code, and enter a negative amount of hours in the timecard to cancel the hours.
- Hours worked on a Holiday will automatically be calculated as Regular or Overtime. If the hours worked on the Holiday were required to be worked, the TIM Administrator or Manager will insert a row, select the ‘Holiday Premium’ pay code, and enter the amount of hours worked on the holiday. The actual hours worked must not be removed. The hours worked and Holiday Premium hours should both be entered in the timecard on the Holiday worked.
FMLA Leave & PPL and Holidays Policy Change
The University recently changed the way holidays are treated under the Family and Medical Leave policy to comply with the State of North Carolina’s general statutes and the federal Family and Medical Leave Act (FMLA). Moving forward, holidays that occur while an employee is using FMLA leave will be handled the same as they are under the Paid Parental Leave (PPL) policy.
Whether a holiday counts against an employee’s FMLA entitlement depends on whether or not the employee works during the week the holiday falls. When a holiday falls during a week in which an employee is taking the full week of leave, the entire week is counted as FMLA leave. However, when a holiday falls during a week when an employee is taking less than the full week of leave, the holiday is not counted as FMLA leave, unless the employee was scheduled and expected to work on the holiday and used FMLA leave for that day.
Entering FMLA Leave & PPL in TIM on Holidays
If the holiday counts as FMLA leave, enter the same number of hours of “FMLA LWOP” as the employee received for holiday pay. The Holiday hours will appear automatically in the timecard and will be sent to Payroll for payment.
Monday, May 29
8 hours Holiday
8 hours “FMLA LWOP”
If the holiday counts as both FMLA leave and PPL, enter the same number of hours of “FMLA PD – PPL Recuperation” or “FMLA PD – PPL Bonding” (whichever is applicable) as the employee received for holiday pay. The Holiday hours will appear automatically in the timecard. To not pay holiday hours to any employee, add an additional row, select the Holiday pay code, and enter negative hours. The negative Holiday hours will cancel out the positive Holiday hours in Payroll.
Monday, May 29
8 hours Holiday
8 hours “FMLA PD – PPL Recuperation”
-8 hours Holiday
If the employee is SHRA non-exempt position, and the holiday counts as both FMLA leave and PPL, enter the same number of hours of “FMLA PD – PPL Recuperation” or “FMLA PD – PPL Bonding” (whichever is applicable) as the employee received for holiday pay. To not pay holiday hours to any employee, add an additional row, select the Holiday pay code, and enter negative hours. The negative Holiday hours will cancel out the positive Holiday hours in Payroll.
Tuesday, July 4
8 hours Holiday
8 hours “FMLA PD – PPL Bonding”
-8 hours Holiday
Examples:
Monday, May 29, 2023, counts as both FMLA leave and PPL for an employee is on continuous FMLA leave and using their four weeks of PPL – Bonding Leave from Monday, May 29, 2023 through June 9, 2023 because the holiday falls during a week in which the employee does not work.
- Enter 8 hours of “FMLA PD-PPL Bonding” on May 29.
- If the employee is an SHRA Non-exempt position, add an additional row and enter -8 hours of Holiday pay.
- Monday, May 29, 2023, does not count as FMLA leave for an employee who was on leave, Tuesday, May 30, but worked Wednesday through Friday, May 31 – June 2.
- Tuesday, July 4, 2023 counts as FMLA leave for an employee who is on leave and does not work during the week of July 3 – 7. Enter 8 hours of “FMLA LWOP” on July 4.
- Tuesday, July 4, does not count as FMLA leave for an employee who works Monday, July 3, and Wednesday, July 5, and takes FMLA leave on Thursday, July 6.
If you have questions about holidays and FMLA leave or PPL, please contact your assigned Leave Consultant in the Office of Human Resources or send an email to leave@unc.edu.