We've done some work in FlexiTime to make running pays for public holidays easier.
Public Holidays were previously handled with timesheets by choosing a work category that was set to accrue an alternate day and pay at time and a half. For employees being paid for having the day off a time sheet entry for Employee Leave / Public Holiday would be entered. This approach is still fine, and in a few cases may still be the best approach.
Where employees have set week days they work, or where the decision as to whether they work a particular week day is based on their work pattern over recent weeks, the new public holiday processing will work well.
New FlexiTime customers registering after Easter 2014 will be set up to use this new approach. For existing companies wanting to change over, make the following changes:
- Setup -> Company Settings -> Company Details : Tick Automate Public Holidays and choose a Provincial Anniversary. If your company has multiple public holidays then leave this unselected and you will need to handle this holiday manually.
- Setup -> Company Settings -> Timesheets: If your employees work variable days, and you determine Otherwise Working Days based on recent work patterns then tick Use Timesheet Work Pattern and set rules you use.
- Setup -> Work: Edit any work you have set up (except for work for recording employee leave) and set the Public Holiday Pay Code. This field is also available on Work Categories if needed. If you have any work categories set up to specifically handle public holidays these may not be required any more so you may want to edit them and tick Category Closed.
- Setup -> Employees -> Employment : If you have employees who work set hours on set days, but they are not regular Monday to Friday times, then you can now enter hours against specific days. Tick Show Days and enter the hours against each day.
When you run a pay with automated public holidays, an extra section is added to the Pay Leave report detailing who was paid what, and why.
For more information, please see this article.
There is also a webinar describing these changes here.