Create a Holiday Calendar with work and pay rules

Updated Aug 26, 2020

TimeForge allows you to create customizable holiday calendars, which can be used to specify work holidays and set rules for compensating your staff on those dates.

Navigate to the Human Resources setup page

From the Corporate level, open the Set Up tab, then select Human Resources from the sub-menu.

Click on Add Holiday Calendar

Your holiday calendars will be located below your HR Document Types

Fill out the holiday form

Start with the basics

Begin by giving your holiday calendar a name and a default pay multiplier. To add a holiday, enter a date into the Holiday Date column and then name the holiday. The settings along the rest of the row allow you to determine the holiday pay rate and how it is earned. Below are descriptions of the Holiday Pay Type, Previous Worked, and After Worked columns.

  • Working Holiday - only employees that work on the given date will receive holiday pay.
  • Non-Working - only employees that do not work on the given date  will receive Holiday pay
  • Working/Non-Working (Both) -  employees have the option to work or not work on the given date. If they do work then they will fall under the working holiday rules, and if they do not work, then the non-working holiday rules will apply.
  • Previous worked - the employee is eligible for holiday pay if they worked their last scheduled shift before the holiday.
  • After worked - the employee is eligible for holiday pay if they worked their first scheduled shift after the holiday.

Define your work rules and cost multipliers

TimeForge also allows you to set cost multipliers, min/max hours, and whether employees who work scheduled shifts before or after the date should be eligible for holiday pay.

Cost Multipliers

1. Cost multiplier if holiday is worked:

This field calculates the holiday pay premium that is added to the employee's pay rate.

For example, if an employee gets paid $10 an hour normally and this field is set as 1.5, then the employee will be paid $15 an hour for every hour worked that is between the minimum and maximum hours awarded on the holiday. If the employee works less than the minimum hours, they will get their normal pay rate and not receive the holiday pay. If they work more than the maximum, they will receive the holiday pay amount until they hit the maximum, after which they will receive their normal pay rate for each additional hour that is worked. These fields are available for the Working holiday and Working/Non-Working holiday pay types.

2. Cost multiplier if holiday is NOT worked:

This works the same as as the first field for non-worked holidays. The difference is the number entered will be multiplied by the "Hours awarded if not worked" field.

For example, if an employee's pay rate is $10 an hour and you set the cost multiplier as 1.5 and the hours awarded as 10, then each employee that has this holiday pay calendar will be awarded $15 for 10 hours for a total of $150. For Non-working holidays, the multiplier only applies if the employee did not clock in for the day. These fields are available for the Non-Working and Working/Non-Working holiday pay types.

Hours Allocation

For Hours Allocation, there are two options:  1) Holiday Hours, which use all of the rules mentioned above, and 2) Matching Hours.

Matching hours will match the hours the employee has worked for that day. For matched hours, if an employee works 5 regular hours on the holiday, then they will receive 5 hours of holiday pay. For holiday hours, they would receive 5 hours of holiday pay - no regular hours awarded.

Save each holiday and its pay rules

As you add each holiday to your calendar, make sure to save it using the save button on each row. If a holiday entry and it's rules are not saved this way it will not be applied to the holiday calendar.

Save the holiday calendar

When you are finished,  click the Save button to publish the holiday calendar. This will apply the pay rule settings to the schedule builder. Remember that any unsaved holidays will be deleted, so be sure to save all entries individually first.

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