Body
Question
How do I get holiday (HOL) hours to populate in Workday?
Answer
1. While the name of the state holiday will show at the top of your timesheet, the actual HOL hours will not be populated.
2. If you are a part-time employee, OR if you have more than one job in the MinnState system (including if you are working out of class), then go to step 5.
3. For employees who are full-time and do not have more than one job, you will need to ensure that either regular (REG) hours, or paid leave hours are entered for both the scheduled regular work day before the holiday, and the scheduled work day after the holiday.
4. You can enter hours either by entering a single day at a time, or by using the Auto-Fill from Schedule option—you will then need to delete the days that are populated for the holiday itself if you are using the Auto-Fill from Schedule option. If you have REG hours, or other leave input for the holiday itself, the HOL pay code will not populate—the holiday itself must have no other paid hours in it for the HOL pay code to populate.
If you are a non-exempt employee, you will have an unpaid meal break entered onto your timecard if you auto-fill from schedule. Make sure that your last out punch of each day has the out reason of “out” instead of “meal”. Make sure to update this if you take the last half of a day off due to vacation or sick leave. If you have meal selected as the last out punch reason, Workday reads that as all of your paid hours on the next day being worked on the previous day. WorkDay needs to see paid hours on the work day before and the work day after a holiday in order to populate HOL hours on the holiday.
In the example below, the last out punch on 11/7/24 has the reason of “meal” for the out reason. This makes WorkDay count all of the paid hours on 11/8/24 as hours worked on 11/7/24. This resulted in WorkDay calculating that no paid hours were entered for 11/8/24, and therefore not populating HOL hours for 11/11/24:
Correcting the last out punch reason to “out” on 11/7/24 allows WorkDay to correctly calculate that there were paid hours on 11/8/24. The system then populates HOL hours for 11/11/24:
Once you have REG hours or paid leave entered for both the scheduled regular work day before the holiday, and the scheduled work day after the holiday, you can then submit your timesheet with the HOL hours populated.
5. For part-time employees or employees with more than one job in MinnState (includes employees who are working out of class) only:
-You will need to manually enter a special pay code for holiday hours.
-Enter hours for the holiday entering for a single date.
-De-select Regular hours by clicking on the X:
If you are part-time, or have more than 1 position, you should see the Holiday Hours (HOL) more than 1 position or less than 1.0 pay code come up. Select this pay code.
Enter in your normally scheduled hours and then click OK:
HOL hours will now be populated for that day. You can now enter in the rest of your hours for that week and submit your timecard.