A New Process is in Place for Banked Holiday Hours

Monday,  August 31, 2020

A Message from Bettie Cooper, Director, Payroll Services 

Banked holiday hours are earned if a full-time, non-exempt employee works more than the required number of hours during a week that includes a holiday and who, therefore, cannot record the full number of hours granted for that holiday.

As banked holiday hours have been a cumbersome, manual tracking process for employees and supervisors, the Payroll team has created a process that will begin on Monday, September 7, 2020 (Labor Day), to take the burden off of employees and supervisors to remember banked holiday hours and to track the hours in the Request and Manage My Leave system.

Former Process
Here’s an example of how banked holiday hours worked in our former process:

  • An employee works 20 hours during the week of Thanksgiving, rather than his or her typical 16 hours for two days of work. As a result, the employee would record only 20 hours for the holiday break (20 hours worked plus 20 hours of holiday hours), instead of the typical 24 holiday hours for the three-day break.
  • In this scenario, the employee would have four hours of banked holiday hours.
  • This time was tracked by the employee and supervisor for use at a later date and was not stored in the leave system.
  • When the banked holiday was used, it was recorded on the timesheet as Holiday and a Certificate of Absence (COA) was not required for this time off.

New Process
Here’s an example of how banked holiday hours work in the new process:

  • An employee works 20 hours during the week of Thanksgiving, rather than his or her typical 16 hours for two days of work. As a result, the employee would record only 20 hours for the holiday break (20 hours worked plus 20 hours of holiday hours), instead of the typical 24 holiday hours for the three-day break.
  • In this scenario, the employee would have four hours of banked holiday hours.
  • Payroll will run a report to see that this employee only recorded 20 hours of holiday hours on his or her timesheet and therefore has four hours of banked holiday hours.
  • Once the timesheet has been approved and is in a “Completed” status, four hours of banked holiday hours will be recorded in the Request and Manage My Leave system and can be seen as available “Banked Holiday” on the Leave Balance screen.
  • When the employee would like to use those hours, he or she will submit a COA  to request the time.
  • The hours are recorded on the timesheet as Banked Holiday.

As you can see, in this new process, employees and supervisors would not have the burden of manually tracking these hours, and they would be available “at a glance” in the leave system. This time must be requested and approved much like vacation time. These hours will not be paid out should an employee leave the College, so it’s recommended that they be used with the next request for vacation.

Supervisors, if you have a current available banked holiday balance that you are manually tracking, please send those hours to Payroll@valenciacollege.edu so they can be be added to the leave system.

If you have questions, please contact me at BCooper11@valenciacollege.edu or 407-299-5000, extension 8100.

3 Comments

  • Bob Gessner said:

    Thank you, Bettie and payroll team. This should make this process easier to manage and more trackable.

    PMTue, 01 Sep 2020 15:50:11 +0000Tue, 01 Sep 2020 15:50:11 +0000pm20,3:50 pm

    • Bettie Cooper said:

      You're very welcome and that's definitely our goal! Please let me know if we can help in any way as you begin using this new process.

      PMTue, 01 Sep 2020 16:03:30 +0000Tue, 01 Sep 2020 16:03:30 +0000pm20,4:03 pm

  • Melissa Pedone said:

    Thank you so much for this new process!

    PMTue, 01 Sep 2020 17:21:09 +0000Tue, 01 Sep 2020 17:21:09 +0000pm20,5:21 pm

Leave a Reply

Your email address will not be published.