Automatically pay staff for not working on a public holiday

Automatically pay staff for not working on a public holiday

Configuring and Using Automated Public Holiday Leave

This guide explains how to set up and use an automated public holiday leave policy to pay employees who do not work on public holidays but are entitled to be paid for their ordinary hours.

Note

Notes

To set up automated public holiday leave, follow these steps:

  1. Configure public holiday regions for your employees.
  2. Ensure employees are assigned to the correct employment types (e.g., full-time, part-time, etc.).
  3. Go to setup tables and edit the ‘Public Holiday PAID/Not Worked’ setting. Toggle ‘Automatically apply this leave to public holidays’ to YES.
  4. Assign the leave policy to the appropriate employment types for which you want the public holiday leave to apply.


How to assign a holiday region for the employees
By default, the public holiday region is based on the state where the employee works. Ensure the correct address is entered in the employee’s employment record. The holiday region will be automatically picked up from the employee’s state and stored in the employee holiday region field.
You can change the employee holiday region by going to the employee payroll tab or by right-clicking the employee’s name on the employee list screen and selecting the [Payroll Details] menu option. Then, set the appropriate holiday region.

How It Works

When using an automated public holiday leave policy, ClickTime automatically checks if an employee has worked on a public holiday. This check occurs at 10 PM on the day of the public holiday.

  • If the employee hasn’t worked on the public holiday: ClickTime applies the automated public holiday leave request.
  • If the employee has worked on the public holiday: The employee is paid based on the hours worked, and the automated public holiday leave request does not apply.
  • If an employee already has another type of leave applied to their timesheet on a public holiday, ClickTime will not add the public holiday leave for that day.

To determine if an employee has worked on a public holiday, ClickTime checks for any timesheet entries for the employee on that day.


Automatically Creating and Approving Public Holiday (Paid/Not Worked) Leave

To make sure employees receive the correct pay on public holidays and have ClickTime automatically insert the public holiday into their timesheets, follow these steps:

  1. Navigate to Settings.
  2. Go to Setup Tables.
  3. Select Leave Policy.
  4. Edit the leave policy named Public Holiday PAID/Not Worked.
  5. Set the toggle for Automatically apply this leave to public holidays to YES.



Adding New Employment Types to the Public Holiday Leave Policy

In ClickTime, this default leave type is configured to apply to all full-time and part-time employees but can be adjusted to include other employment types.

You can easily include new employment types in the public holiday leave policy.

  • For example, if you create a new full-time employment type called ‘Full Time 42 Hours’ for employees who work 42 hours a week, you can add this type to the ‘Public Holiday PAID/Not Worked’ leave policy.
  • Similarly, if you create a part-time employment type called ‘Part Time 25 hrs’, you can also add this type to the ‘Public Holiday PAID/Not Worked’ leave policy.
  • The system will then automatically apply public holidays to all employees assigned to these employment types.

Adding or Editing Staff Eligible for Public Holiday (Paid/Not Worked) Leave

  1. Go to Settings > Setup Tables > leave Policy.
  2. Find the leave policy named ‘Public Holiday PAID/Not Worked’.
  3. Click on the policy or double-click to edit it.
  4. Add or remove the employment types you wish to include in the policy and save.

 


FAQs and Troubleshooting

Can you apply an automated public holiday leave type manually?

Yes. You can apply this leave type manually ahead of time or for previous public holidays. To do this, select the ‘Public Holiday (Paid/Not Worked)’ leave type when creating the leave request.
How many hours will be added to the leave request?

The length of the leave request is determined by the employee’s employment type and the agreed/contracted daily working hours set for each employee.
How do i stop the system from automatically insert public holidays

To prevent the system from automatically adding public holidays to employees’ timesheets, follow these steps:

  1. Navigate to Settings.
  2. Go to Setup Tables.
  3. Select Leave Policy.
  4. Edit the leave policy named Public Holiday PAID/Not Worked.
  5. Set the toggle for Automatically apply this leave to public holidays to NO.
 


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