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Kansas State University

HRIS

Division of Human Resources
Kansas State University
103 Edwards Hall
Manhattan, KS 66506-4801
785-532-6277
785-532-6095 (fax)
8 a.m. - 5 p.m. (CST)
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Related PPM Chapters

Related Information

Please contact Alma Deutsch at 532-1448 or Kristi Fronce at 532-1889, if you need further explanation.

Holiday Scenarios

Holiday Pay-Classified Temporary

Classified TEMPORARY employees will NOT be paid for a holiday unless the employee actually works on the holiday. If the classified temporary employee works on the holiday, HDP (Holiday Pay 1.5) will be used to record actual hours worked. Refer to the PPM Chapter 4860.070 Holidays - Classified Employees for more information.

Holidays

Current dates for holidays observed by Kansas State University employees are given on the Benefits Administration, Holidays page. Employees not required to work around the December holiday period may need to use leave without pay. Refer to the instructions for Recording Time & Leave for Leave Without Pay.

Christmas Holiday

Christmas Day falls on December 25th of each year.

Christmas Holiday Scenarios for Classified Employees

ANY CLASSIFIED employee who works on Thursday, December 25 and/or Friday, December 26, regardless of FLSA status (exempt or nonexempt), will use HCP (Holiday Comp Time 1.5 or HDP (Holiday Pay 1.5) to record actual hours worked on the holiday. DO NOT delete the HDC (Holiday Credit 1.0 - Nonexempt) or HDE (Holiday Credit 1.0 Exempt) row.

Scenario 1: Classified, Exempt/Nonexempt, Regular, Full-Time Employee Works on the Holiday

scenario 1 scenario 1

When a NONEXEMPT CLASSIFIED employee uses the holiday leave earned, the earnings code HCT (Holiday Comp Time Taken-Nonexempt) will be used.

When an EXEMPT CLASSIFIED employee uses the holiday leave earned, the earnings code HCE (Holiday Comp Time Taken-Exempt) will be used.

Scenario 2: Classified, Exempt/Nonexempt, TEMPORARY, Employee Works on the Holiday and Works Additional Hours Within the Work Week -- FLSA is NOT Greater than 40 Hours.

scenario 2

Scenario 3: Classified, Nonexempt, Regular, Full-Time Employee Works on the Holiday and Works Additional Hours Within the Work Week -- FLSA is NOT Greater Than 40 Hours.

scenario 3

Scenario 4: Classified, Nonexempt, Regular, Full-Time Employee Works on the Holiday and Works Additional Hours Within the Work Week -- FLSA is GREATER Than 40 Hours.

scenario 4

Christmas Holiday Scenarios for Hourly Student Employees

Scenario 1: Hourly Student Works on the Holiday

The hours worked on the holiday are recorded using the earnings code SP1. Hourly students do NOT receive extra compensation for working on the holiday. scenario 1

Scenario 2: Hourly Student Works Greater Than 40 Hours/Week

When classes and/or final exams are not in session 3 full days within the week, hourly students are allowed to work 40 or more hours during that week. scenario 2

If an hourly student works more than 40 hours during any week, they must be paid overtime at 1.5 times their hourly wage for all hours over 40. Overtime hours are paid using the earnings code K13 (Paid Overtime for Students 1.5). See Hourly Student Employees Maximum Hours of Work

Christmas Holiday Scenarios for Unclassified Employees

Unclassified/Nonexempt

Twelve month unclassified employees who are non-exempt under the Fair Labor Standards Act (FLSA) receive compensatory holiday credit at the rate of time and one-half. PPM - Chapter 4865, .070 Holidays. Use HCP (Holiday Comp Time 1.5) or HDP (Holiday Pay 1.5) to record actual hours worked on the holiday. In addition, the employee is entitled to holiday credit. For a full-time employee, eight hours will be recorded using HDC (Holiday Credit 1.0 - Nonexempt).

When a NON-EXEMPT UNCLASSIFIED employee uses the holiday compensatory time earned, the earnings code HCT (Holiday Comp Time Taken - Non Exempt) will be recorded.

Unclassified/Exempt

Twelve month unclassified employees who are exempt under FLSA earn one day (straight time) for working on a holiday. PPM - Chapter 4865, .070 Holidays. Use HCC (Holiday Comp time 1.0) to record actual hours worked on the holiday. In addition, the employee is entitled to holiday credit. For a full-time employee, eight hours will be recorded using HDE (Holiday Credit 1.0 - Exempt).

When an EXEMPT UNCLASSIFIED employee uses the holiday compensatory time earned, the earnings code HCE (Holiday Comp Time Taken - Exempt) will be recorded.

Martin Luther King Day

Martin Luther King Day is observed on the third Monday in January each year.

Martin Luther King Day Holiday Scenarios for Classified Employee

To assist employees, supervisors and timekeepers, the following time and leave guidelines/scenarios are being provided.

ANY CLASSIFIED employee who works on Martin Luther King Day, regardless of FLSA status (exempt or nonexempt), will use HCP (Holiday Comp Time 1.5) or HDP (Holiday Pay 1.5) to record actual hours worked on the holiday.

DO NOT delete the HDC (Holiday Credit 1.0 - Non Exempt) or HDE (Holiday Credit 1.0 - Exempt) row.

Scenario 1: Classified, Nonexempt/Exempt, Regular, Full-Time Employee Works on the Holiday

time sheet for 
scenario 1

When a NONEXEMPT CLASSIFIED employee uses the holiday leave earned, the earnings code HCT (Holiday Comp Time Taken - Non Exempt) will be used.

When an EXEMPT CLASSIFIED employee uses the holiday leave earned, the earnings code HCE (Holiday Comp Time Taken - Exempt) will be used.

Scenario 2: Classified, Nonexempt/Exempt, TEMPORARY, Full-Time/Part-Time Employee Works on the Holiday

Classified TEMPORARY employees are not paid for a holiday unless the employee actually works on the holiday, HDC or HDE (Holiday Credit 1.0) will not be recorded. If the temporary employee works on the holiday, HDP (Holiday Pay 1.5) will be used to record actual hours worked.

time sheet for scenario 2

Scenario 3: Classified, Nonexempt, Regular, Full-Time Employee Works on the Holiday and Works Additional Hours Within the Work Week FLSA is Not Greater Than 40 Hours

time sheet for 
scenario 3

Scenario 4: Classified, Nonexempt, Regular, Full-Time Employee Works on the Holiday and Also Works Additional Hours Within the Work Week FLSA Is Greater Than 40 Hours

time sheet for 
scenario 4

Martin Luther King Day Holiday Scenarios for Student Employee

Martin Luther King Day will be observed Monday, January 16, 2012. To assist employees, supervisors and timekeepers, the following time and leave guidelines/scenarios are being provided.

Scenario 1: Hourly Student Does Not Work on the Holiday - No Compensation Received.

time sheet for 
scenario 1

The earnings code SP1 (Student Employee - FLSA Covered) is used to record hours worked.

Scenario 2: Hourly Student Works on the Holiday - Record using SP1 Earnings Code

time sheet for 
scenario 2

The hours worked on the holiday are recorded using the earnings code SP1. Hourly students do NOT receive extra compensation for working on the holiday.

Scenario 3: Hourly Student Works Greater Than 40 Hours/Week

If a hourly student does work more than 40 hours during any week, the person must be paid overtime at 1.5 times the hourly wage for all hours over 40. Overtime hours are paid using the earnings code K13 (Paid Overtime for Students 1.5).

time sheet for scenario 3

KSU PPM 4720 Hourly Student Employees - .070 Maximum Hours of Work

All students, except for F-1 or J-1 visa holders, are limited during the academic year to 30 hours of work during calendar weeks when classes or final exams are in session three full days or more and to 40 hours during all other weeks. Students who hold an F-1 or J-1 visa are limited during the academic year, excluding student recesses, to 20 hours of work per week. During the summer session all students are limited to 30 hours per week while enrolled in four or more credit hours and to 40 hours during other weeks. When employed in more than one department concurrently, the sum of hours worked in all departments may not exceed these maximums.

Since students are primarily at K-State to receive an education, working students in excess of 40 hours during a week classes are in session is discouraged. However, if a student does work more than 40 hours during any week, the person must be paid overtime at 1.5 times the hourly wage for all hours over 40.

Martin Luther King Day Holiday Scenarios for Unclassified Staff/Faculty

To assist employees, supervisors and timekeepers, the following time and leave guidelines are being provided. Note: The following guidelines represent full-time (1.00 FTE) 12-month positions.

Unclassified employees who earn vacation leave and are eligible for overtime pay who work on a holiday earn holiday compensatory time at the rate of time and one-half. Unclassified employees who earn vacation leave and are not eligible for overtime pay who work on a holiday earn holiday compensatory time credit at straight time.

If a NONEXEMPT UNCLASSIFIED employee is required/directed to work on the holiday, the employee should receive compensatory time at the rate of time and one-half. To accurately record time worked on the holiday, use HCP (Holiday Comp Time 1.5) or HDP (Holiday Pay 1.5). In addition, the employee will be paid for the holiday credit hours HDC (Holiday Credit 1.0 - Non Exempt).

If an EXEMPT UNCLASSIFIED employee is required/directed to work on the holiday, the employee should receive compensatory time to be used later. To accurately record time worked on the holiday, use HCC (Holiday Comp Time 1.0) to record the actual number of hours worked. In addition, the employee will be paid for the holiday credit hours HDE (Holiday Credit 1.0 - Exempt).

If an EXEMPT/NONEXEMPT UNCLASSIFIED employee chooses to work on the holiday, the employee is not required/directed to work on the holiday, no equivalent compensatory time shall be forthcoming. The employee will be paid for the holiday credit HDC (Holiday Credit 1.0 - Nonexempt) or HDE (Holiday Credit 1.0 - Exempt).

When an EXEMPT UNCLASSIFIED employee uses the holiday compensatory time earned, the earnings code HCE (Holiday Comp Time Taken - Exempt) will be recorded.

When a NON-EXEMPT UNCLASSIFIED employee uses the holiday compensatory time earned, the earnings code HCT (Holiday Comp Time Taken - Non Exempt) will be recorded.

Thanksgiving Holiday Scenarios

Thanksgiving falls on the fourth Thursday in November of each year.

Thanksgiving Holiday Scenarios for Classified Employees

ANY CLASSIFIED employee who works on Thanksgiving Thursday and/or Thanksgiving Friday, regardless of FLSA status (exempt or nonexempt), will use HCP (Holiday Comp Time 1.5 or HDP (Holiday Pay 1.5) to record actual hours worked on the holiday. DO NOT delete the HDC (Holiday Credit 1.0 - Nonexempt) or HDE (Holiday Credit 1.0 Exempt) row.

Scenario 1: Classified, Exempt/Nonexempt, Regular, Full-Time Employee Works on the Holiday

example of time 
card 
with four hours worked

When a NONEXEMPT CLASSIFIED employee uses the holiday leave earned, the earnings code HCT (Holiday Comp Time Taken-Nonexempt) will be used.

When an EXEMPT CLASSIFIED employee uses the holiday leave earned, the earnings code HCE (Holiday Comp Time Taken-Exempt) will be used.

Scenario 2: Classified, Exempt/Nonexempt, TEMPORARY, Employee Works on the Holiday

Classified TEMPORARY employees are only paid for working the holiday. HDC/HDE (Holiday Credit 1.0) will not be recorded. If the employee works on the holiday, HDP (Holiday Pay 1.5) will be used to record actual hours worked.

example of time card
with eight hours worked

Scenario 3: Classified, Nonexempt, Regular, Full-Time Employee Works on the Holiday and Works Additional Hours Within the Work Week -- FLSA is NOT Greater Than 40 Hours.

example of time card
with less than 40 hours worked

Scenario 4: Classified, Nonexempt, Regular, Full-Time Employee Works on the Holiday and Works Additional Hours Within the Work Week -- FLSA is GREATER Than 40 Hours.

example of time card
with more than 40 hours worked

If you need further explanation, please contact Kristi Fronce at fronce@ksu.edu, (785) 532-1889 or Alma Deutsch at almamd@ksu.edu, (785) 532-1448.

Thanksgiving Holiday Scenarios for Hourly Student Employees

Scenario 1: Hourly Student Works on the Holiday

The hours worked on the holiday are recorded using the earnings code SP1. Hourly students do NOT receive extra compensation for working on the holiday. example of time card 
with four hours worked

Scenario 2: Hourly Student Works Greater Than 40 Hours/Week

November 21, 22, and 23, 2007 classes are not in session. When classes and/or final exams are not in session 3 full days within the week, hourly students are allowed to work 40 or more hours during that week. example of time card 
with more than forty hours worked

If an hourly student works more than 40 hours during any week, they must be paid overtime at 1.5 times their hourly wage for all hours over 40. Overtime hours are paid using the earnings code K13 (Paid Overtime for Students 1.5). See Hourly Student Employees Maximum Hours of Work

Thanksgiving Holiday Scenarios for Unclassified Employees

Unclassified/Nonexempt

Twelve month unclassified employees who are non-exempt under the Fair Labor Standards Act (FLSA) receive compensatory holiday credit at the rate of time and one-half. (PPM - Chapter 4865, .070 Holidays) Use HCP (Holiday Comp Time 1.5) or HDP (Holiday Pay 1.5) to record actual hours worked on the holiday. In addition, the employee is entitled to holiday credit. For a full-time employee, eight hours will be recorded using HDC (Holiday Credit 1.0 - Nonexempt).

When a NON-EXEMPT UNCLASSIFIED employee uses the holiday compensatory time earned, the earnings code HCT (Holiday Comp Time Taken - Non Exempt) will be recorded.

Unclassified/Exempt

Twelve month unclassified employees who are exempt under FLSA earn one day (straight time) for working on a holiday. (PPM - Chapter 4865, .070 Holidays) Use HCC (Holiday Comp time 1.0) to record actual hours worked on the holiday. In addition, the employee is entitled to holiday credit. For a full-time employee, eight hours will be recorded using HDE (Holiday Credit 1.0 - Exempt).

When an EXEMPT UNCLASSIFIED employee uses the holiday compensatory time earned, the earnings code HCE (Holiday Comp Time Taken - Exempt) will be recorded.