Reporting for work on a holiday requires the filing of a schedule adjustment. How it is filed, and when it should be filed, however, may pose a challenge for some users of Sprout HR. Worry not, this article aims to explain this process in as succinct, yet comprehensive a way as possible to cover all possible situations that may arise and call for the application of a Schedule Adjustment coupled with a Certificate of Attendance, Official Business, and sometimes even a holiday overtime.
The first question one must ask is this: "What is the holiday type assigned to this date? Is it Non-Working, Optional or Mandatory Working Holiday?". If you are not sure, you can ask for this information from your respective managers or administrator. The next things to consider may be expressed in the following questions:
- Did I report for work on the said holiday? If yes, how many hours did I work?
- Did I report to the office/site wherein there is a dedicated biometric device which can record my logs?
- How will I be paid on the said holiday?
Below is a tabular matrix which attempts to address and distinguish the different situations concerning this, and what must and must not be applied for. Let's take a careful look at it.
If it is a Non-Working Holiday, you may use the guidelines below:
If it is either an Optional Holiday or a Mandatory Working Holiday, you may use the guidelines below:
Additional notes:
1. What to input as shift/core hours? - Depends on the schedule type
1. Normal Shift
- With work but less than the "No. of hours to work"
- Should input Actual Schedule- If inputted shift hours are LESS than the actual schedule, it will result to Underpaid Holiday Premium- If inputted shift hours are GREATER than the actual schedule, it will result to Undertime deduction
- With work equal to "No. of hours to work"
- Should input Actual Schedule- If inputted shift hours are LESS than the actual schedule, it will result to Underpaid Holiday Premium- If inputted shift hours are GREATER than the actual schedule, it will result to Undertime deduction
- With work but greater than the "No. of hours to work"
- Should input schedule equal to the "No. of hours to work"- If inputted shift hours are LESS than the "No. of hours to work", it will result to Underpaid Holiday Premium and Overpaid Holiday-OT Premium- If inputted shift hours are GREATER than the "No. of hours to work", it will result to Underpaid Holiday-OT Premium or no Holiday-OT Premium at all2. Flexible per Day
- With work but less than the "No. of hours to work"
- Should input Core Hours of Actual Schedule- Logs should be within the threshold based on the core hours, otherwise may be underpaid or unpaid at all- May have undertime deduction (due to non-completion of No. of Hours to Work) depending on company policy
- With work equal to "No. of hours to work"
- Should input Core Hours of Actual Schedule- Logs should be within the threshold based on the core hours, otherwise may be underpaid or unpaid at all- If inputted hours are the exact shift hours or greater than, there might be a conflict in the capturing of the logs from previous or next day
- With work but greater than the "No. of hours to work"
- Should input Core Hours of Actual Schedule- Logs should be within the threshold based on the core hours, otherwise may be underpaid or unpaid at all- If inputted hours are the exact shift hours or greater than, there might be a conflict in the capturing of the logs from previous or next day3. Flexible per Week
- Whether you work less than, equal to, or greater than the "No. of hours to work", the system will always compute for the total hours rendered within the week vs. the required hours for the week.
2. How do Holiday Pay Eligibility and Payroll Type affect Basic Pay (100%) on a Holiday?
The Payroll Type under Work Information in a profile is either Monthly/Semi-Monthly, Daily or Hourly. As a default, or if it's not specified, it's assumed as Monthly/Semi-Monthly. Here are the rules for basic pay on a holiday:
1. Monthly/Semi-Monthly
- Paid in general but depends on holiday pay eligibility
2. Daily/Hourly
- Paid in general based on hours worked within approved schedule but depends on holiday pay eligibility
For more details on Holiday Pay Eligibility, click here. You may also read the article regarding default rates in Sprout Payroll for your reference - How Are Overtime Rates Computed on Sprout Payroll?.
Now you've learned what application/s should be applied whether you worked on a holiday or not. If you have questions or suggestions, you can send us an email at experts@sprout.ph.
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