Learn how to set up and manage holiday pay in VeriClock for employees who are paid time off or who work on holidays at different rates. This guide explains how to create holiday jobs or service items, apply payroll items and overtime rules, enter holiday hours, and customize reports to accurately track paid and worked holiday time.
When paying an employee for a holiday, follow the steps below depending on if the employee is getting a paid holiday off work, or if the employee is working the holiday and needs to be paid a different rate or with a different payroll item.
Paying out for Holidays- for a Paid Day off
Create a holiday job and/or service item. This will allow you to track paid holidays in your reports so you can total time actually worked vs holiday hours an employee is being paid for without working. When deciding if a holiday job, service item, or both are needed, it depends on whether that time needs to be tracked to a different job and/or service item.
Pay Multiple Employees for a Paid Holiday
A single clock event for multiple employees can be created from the Multi-Create tab. See Manually Enter Time for Multiple Employees - Multi-Create for more information.
Pay a Single Employee for a Paid Holiday
- Navigate to your Time>Add Time Grid tabs.
- Select the employee you are adding time for.
- Click the arrows to the right or left of the current week.
- If there are already time events in the week being viewed, then click the blue Add button to add a new row just for holiday hours.
- In the Job and/or Service Item dropdown fields, select the holiday job/service item. **To total holiday hours in your report, you will need to create a holiday job and/or service item.
- Click on the day grid square in your row and type in the duration being paid for the holiday. Ignore the 'select start/stop time' popup.
- Add any clock report notes if needed (Optional)
- Click the blue Save button to save your changes.
- A pop-up will display confirming the number of events you are creating. Your clock events will not be saved until you click the blue Confirm button.
**Note: If you have employees who may/will be working holidays, then your holiday paid day off job/service item will need to be set as overtime exempt. This will prevent any punch hours entered for that job/service item from being tracked as a holiday worked overtime rule. See below in: Paying out for Holidays Worked section for more information.**
If you would like to track hours for this job to a special payroll item, skip down to the section below (#2) for creating a payroll item rule.
We do offer a custom report, available from the tabs Reports>Custom Reports to tally the number of days worked and average hours worked during the selected date range. Contact VeriClock support at help@vericlock.com to have this report enabled in your account.
Create a Clock Event For a Future Date
Clock events can be created for dates in the future by adding a duration instead of a start/stop time. See How to Clock out an employee in the future for more information.
Paying out for Holidays Worked
Paying a different rate for working on a holiday can be done by creating an overtime rule to map time worked on those days to a specific payroll item or rate.
1. Go to the tabs Settings>Time>Overtime>make sure overtime calculations are enabled>either edit an existing overtime ruleset to add your holiday overtime rule, or create a new ruleset. **Note: each employee can only have a single overtime ruleset assigned to them. So, unless you are creating a new overtime ruleset for a new employee/group of employees, you would need to add a new rule to an employee/groups existing overtime ruleset.**
When creating your overtime rule, you can assign that time to one of the default time types or create a new time type.
See Advanced Overtime Rules: Day of Week - Special Dates for information on adding a holiday overtime rule.
2. Go to Settings>Payroll Items to add a corresponding payroll item if you created a new time type for your overtime rule.
You can also create a payroll item if you want to separate time for holidays from other time being paid, or if your accounting program uses a payroll item not already in VeriClock.
3. Go to Settings>Payroll Items>Rules to map your holiday hours worked to the required payroll item.
If you did not create a new time type using an overtime rule, you can link a holiday payroll item to a holiday job/service item for the payroll item to trigger whenever the holiday job/service item is selected.
4. Employee pay rates can be added for any payroll item listed in your account. Go to Employees>click the blue Edit button to the right of the employee name>click the Payroll Info tab to enter employee pay rates + click Save.
5. Employees will still need to clock in as normal on holidays for the clock event to map to the holiday.
View Holiday Hours In Reports
How your holiday hours show up in your reports will depend on whether the employee is being paid for a holiday off work or if the employee worked the holiday.
If the employee is being paid for a day off, the job and/or service item will list when the clock event is for a paid holiday.
If employees are working on the holiday, you will need to customize your report template to see a total for the worked holiday hours. Go to Reports>Reports>click the blue Customize button.
In the Displayed Fields box, scroll down and enable the column for the time type you set your holiday overtime rule to.
Click the blue Preview button at the bottom of the page to view what your report looks like with current changes.
When finished with your report customization, click on the blue Save Template button.
Click Save to save your changes into an existing template, or rename your template + click Save As New Template.
Once you have finished customizing your report, you can access your report as needed.
See other VeriClock guides:
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