Create a Holiday Calendar with work and pay rules

TimeForge allows you to create customizable holiday calendars, which can be used to specify work holidays and any rules for compensating your staff on those dates.

Each staff member can have one holiday calendar assigned to them, but you can have as many calendars as you’d like! For example, you could create one calendar for salaried employees and another calendar for your part-time staff.

Navigate to the Human Resources setup page

From the Corporate level, open the Set Up tab, then select Human Resources from the sub-menu.

Click on Add Holiday Calendar

Your holiday calendars will be located below your HR Types, which are used more frequently.

Fill out the holiday form

Start with the basics

Start by giving your holiday calendar a Name and some optional default settings. Then, fill out the dates to be marked as holidays. Holidays can be working or non-working, paid or not paid. Here’s some handy definitions to get you started:

  • Working Holiday – only employees that work on the date will get paid holiday pay.
  • Non-Working – all employees with the assigned holiday calendar will be given the holiday pay if they do not have attendance for the given date.
  • Working/Non-Working (Both) –  for use when you want to give your staff the option to work or not work during the specified holiday. If they do work then they will fall into the working holiday rules, and if they do not work, then they fall into the non-working holiday rules.
  • Previous worked – the employee is eligible for holiday pay if they worked their last scheduled shift before the holiday.
  • After worked – the employee is eligible for holiday pay if they worked their first scheduled shift after the holiday.

Define your work rules and cost multipliers

TimeForge also allows you to set cost multipliers, min/max hours, and whether employees who work scheduled shifts before or after the date should be eligible for holiday pay.

Cost Multipliers

1. Cost multiplier if holiday is worked:

This field calculates the holiday pay premium that is multiplied by the employee’s pay rate.

For example, if an employee gets paid $10 an hour normally and this field is set as 1.5, then the employee will be paid $15 an hour for every hour worked that is between the minimum and maximum hours awarded on the holiday. If the employee works less than the minimum hours, they will get their normal pay rate and not receive the holiday pay. If they work more than the maximum, they will receive the holiday pay amount until they hit the maximum, after which they will receive their normal pay rate for each additional hour that is worked. These fields are only used for the Working holiday and Working/Non-Working holiday pay types.

2. Cost multiplier if holiday is NOT worked:

This works the same as as the first field for non-worked holidays. The difference is the number entered will be multiplied by the “Hours awarded if not worked” field.

For example, if an employee’s pay rate is $10 an hour and you set the cost multiplier as 1.5 and the hours awarded as 10, then each employee that has this holiday pay calendar will be awarded $15 for 10 hours for a total of $150 – if they did not clock in/out for the day (i.e. their normal pay rate x the cost multiplier x the hours awarded). These options are only available for the Non-Working and Working/Non-Working holiday pay types.

Hours Allocation

For Hours Allocation, you have a choice between two options:  1) Holiday Hours, which uses all of the rules mentioned above, and 2) Matching Hours.

Matched hours will match the hours the employee has worked for that day. For matched hours, if an employee works 5 regular hours on the holiday, then they will receive 5 hours of holiday pay. For holiday hours, they would receive 5 hours of holiday pay – no regular hours awarded.

Save each holiday and its pay rules

As you add each holiday to your calendar, don’t forget to save it!

Save your holiday calendar!

Finally, make sure you click the Save button to save the holiday calendar itself.

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We are one year into it now, well past being enamored with the newness. We are married to TimeForge. It's as essential to us now as any of our management tools today, and we very happy about that.- Steve @ Hermosa Cyclery
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