Timesheet - public holiday handling

To change the public holidays your organisation observes, please see the guide: Configuring observed public holidays

This guide contains the following topics:

  • How non-worked public holiday shifts are created
  • Public holiday worked shift
  • What do public holiday shifts look like
  • Creating a public holiday shift manually
  • Example of payroll interpretation

What are public holiday shifts

Public holiday timesheet shifts will automatically create for relevant employees (Note: If a shift is not automatically created for an employee, it could due to incorrect configuration. Users can create a shift manually by following the instructions below).

For most organisations public holiday shifts are generated for permanent employees, part time and full time employees. A public holiday shift is often referred to as a Public holiday non worked shift (e.g. a standard working day for an employee). If an employee worked a public holiday this is often referred to as a Public holiday worked shift. 

Why is this important 

Many organisations have different requirements relating to public holidays. Due to this organisations can take action to satisfy their requirements using this guide.

Note: It is the responsibility of the timesheet manager to review the public holiday non worked shift(s) and adjust the duration if required. This can be done by editing the public holiday shift on the timesheet and changing the duration.

How non-worked public holiday shifts are created

Public holiday shifts are created based on the settings assigned in the users pay group. The following steps will guide users to the location of the public holiday settings.

1. Select Organisation

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2. Navigate to the Users page

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3. Click the user

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4. Click Payroll

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5. Click the award pay group the user is assigned to e.g. Part time

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6. Scroll down to Public holiday rates - Public holiday shifts and the settings will be shown:

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Public holiday worked shift

The other type of shift a user can have on a public holiday is a shift called a Public holiday worked shift. How this shift is paid is set in a users pay group:

1. Click the user

2. Click Payroll

3. Click the award pay group that the user is assigned to e.g. Part time

4. Scroll down to Public holiday rates - Worked shift and the settings will be shown:

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What do public holiday shifts look like

Public holiday non worked shift

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Public holiday non worked shift and worked shift

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Creating a public holiday shift manually

Depending on your configuration a public holiday shift may not have been created for an employee. This could be for many reasons (standard hours not set) but a public holiday shift can still be created.

1. Click to create a shift on the timesheet

2. Under Shift type select Public Holiday

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3. Click 'Save' and the shift will be created

 

Example of payroll interpretation

The below is an example of the payroll interpretation for the situation above (when someone works on a public holiday). James Broad is a full time employee and gets paid a standard 7.6 hours on that day. As this is a standard day for James it will be calculated at his standard rate or at a 1x multiplier. James worked an 8 hour shift, the system therefore automatically adjusted the standard 1x multiplier payroll code to 8 hours. In this case James will be paid a total of 2.5x for the 8 hours on that day.

 

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