Workers with noon-to-noon flex work schedules have their flex day split between two work weeks. Because holiday hours are entered in time blocks without in/out times, noon-to-noon workers must record holiday hours that fall on a flex day between two work weeks as follows:
- UT Holiday hours before noon on the flex day must be entered on the previous day
- UT Holiday hours after noon on the flex day must be entered on the flex day at the beginning of the following work week
For part-time employees, holiday hours are prorated based on a worker’s Scheduled Weekly Hours (SWH). For example, a 50% time employee would split 4 hours of holiday time that fell on a flex day between the two work weeks. A 75% employee would split 6 hours of holiday time that fell on a flex day between the two work weeks.
Example for Thanksgiving Holiday 2018:
Workers on Friday noon flex schedules will need to shift their a.m. Friday UT Holiday Hours to Thursday.
- Full-Time Worker (40 SWH – 100% FTE) - Week of Nov. 16-Nov. 23: On Thursday, Nov. 22, enter 12 UT Holiday Hours to account for 8 UT Holiday hours on Thursday plus 4 UT Holiday hours Friday. Week of Nov. 23-Nov. 30: On Friday, Nov. 23, enter 4 UT Holiday Hours.
| Nov. 16 |
Nov. 17 |
Nov. 18 |
Nov. 19 |
Nov. 20 |
Nov. 21 |
Nov. 22 |
Nov. 23 |
| Friday |
Saturday |
Sunday |
Monday |
Tuesday |
Wednesday |
Thursday |
Friday |
| |
|
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|
12 HRS |
|
| Nov. 23 |
Nov. 24 |
Nov. 25 |
Nov. 26 |
Nov. 27 |
Nov. 28 |
Nov. 29 |
Nov. 30 |
| Friday |
Saturday |
Sunday |
Monday |
Tuesday |
Wednesday |
Thursday |
Friday |
| 4 HRS |
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|
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- Part-Time Worker (20 SWH – 50% FTE) - Week of Nov. 16-Nov. 23: On Thursday, Nov. 22, enter 6 UT Holiday Hours to account for 4 UT Holiday hours on Thursday plus 2 UT Holiday hours Friday. Week of Nov. 23-Nov. 30: On Friday, Nov. 23, enter 4 UT Holiday Hours.
| Nov. 16 |
Nov. 17 |
Nov. 18 |
Nov. 19 |
Nov. 20 |
Nov. 21 |
Nov. 22 |
Nov. 23 |
| Friday |
Saturday |
Sunday |
Monday |
Tuesday |
Wednesday |
Thursday |
Friday |
| |
|
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|
6 HRS |
|
| Nov. 23 |
Nov. 24 |
Nov. 25 |
Nov. 26 |
Nov. 27 |
Nov. 28 |
Nov. 29 |
Nov. 30 |
| Friday |
Saturday |
Sunday |
Monday |
Tuesday |
Wednesday |
Thursday |
Friday |
| 2 HRS |
|
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|
|
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Important tips about UT Holiday Hours
- The following warning message will appear on the week of an official UT holiday: You have scheduled Holiday(s) in the Time Week. Please Enter "UT Holiday Hours" on scheduled Holidays.
- Once UT Holiday Hours have been entered on a holiday, the above warning message will no longer display, and a new warning message will appear for each holiday: Time has been entered on a holiday. Please ensure that this is accurate before approving.
- UT Holiday Hours must be entered through Enter Time. It is not available as an absence request. This means that workers who use an absence request to take off a full week with an official UT holiday will need to also go to their time entry page to enter and submit their holiday hours. (It may be best to submit all hours for holiday weeks through time entry.)
- Workday will produce an error message if you attempt to enter holiday hours on the flex day at the end of the week.
Considerations for Use of UT Holiday Hours
- “UT Holiday Hours” time blocks are not restricted to official UT Holidays - this is needed in order to allow for shifting the hours if the holiday falls on a flex day.
- Workday does not validate the number of UT Holiday Hours being recorded against FTE or Scheduled Weekly Hours.
- If a worker is in full unpaid status the day before or the day after the holiday, then they should not record UT Holiday Hours on the holidays.