How can I grant and restrict access to certain holidays?
Organizations can have different holiday schedules based upon an employee's:
- Employee status, e.g. full time, part time, contractor, etc., or
- Union group
Pacific Timesheet has tools to allow you create different holiday schedules by using security permissions and permission groups.
Option A: restrict user(s) from any holidays
This option requires that you start restricting users from certain pay codes.
1. Change the user security permission (e.g. Employee) so that you change Pay Codes (Earnings Codes) permissions from
a. Pay Codes Can View All, to
b. Pay Codes Can View Limited
c. This change would allow users to only view pay codes to which they are assigned
2. Next, you would go to each pay code that you want this user to be able to View. Here are Vacation and Holiday pay code examples:
a. Vacation > Permissions > Add Employee or Group > Select employees you want to View the Vacation pay code
b. Holiday > Permissions > Add Employee or Group > Select employees you want to View the Holiday pay code
c. You will assign all employees with the security permission Pay Codes Can View Limited to the Leave pay codes this way.
d. You will exclude employee who you do not want to see the scheduled Holiday widget this way.
Option B: grant/restrict user(s) access to certain holidays
This option allows you grant and restrict access to specific holidays, essentially, allowing you to create differing holiday schedules. For example, you might want some employees get the Good Friday holiday, others do not. Or, that some employees get the Christmas Eve holiday, and others do not.
- You do this by restricting the Holiday to assigned Groups.
- The most common application of group restriction is to assign a Holiday to a "Country Group," or another Permission Group with employees who will have the permission to receive this Holiday.
- By definition, if you do not assign a holiday to such a group, members of excluded groups will not have access to this holiday.
- A Permission Group is a group, with member employees, whose main function is to grant permission to certain system objects such as specific Holidays, Projects or even Pay Codes.
- For example, if your company has a schedule Employee Holidays and Union 1 Holidays, you can assign Employees to a an Employees Permission Group and Union 1 employees to a Union 1 Permission Group.
- To enable this setting:
- a. Create the Holiday Schedule Groups you need. For example, members of the Union1 group with receive the same holidays. The Employee group will receive the same holidays.
b. Navigate to System > Holidays > then click each holiday listed that you want to restrict to groups.
c. To allow members of Union 1 to take Good Friday April 2nd, navigate to “Groups: Limit to these groups”
d. Then click the Plus (+) button and add the groups you want to receive the Good Friday April 2nd holiday.
e. Once you start assigning a holiday to any group(s), you are also restricting non-assigned groups from receiving that holiday.
f. You can assign one or multiple groups to any holiday.
g. Holidays that you do not assign at all to any group(s) will be accessible to all users with the security permission Pay Codes Can View All, or Pay Codes Can View Limited and their member group has been assigned a security permission to the Holiday pay code for the Employee security permission.
Option C: You want employees to know company holidays, even if they do not get that holiday
You might want employees to know when there is a company holiday, even if they do not get that holiday.
In this case:
- Train employees, with access to their timesheets and supervisors with the right edit employee timesheets, to not add hours that have not been pre-populated on an employee timesheet.
- Create an Audit trail exception report that show employee hours by holiday for payroll to review. This exception report can if the holiday hours time entry was created by the employee user with a date-time stamp and that the entry was not created by the system.
- Where an employee has taken a holiday that they are not scheduled to take, reject that timesheet with the comment “You not scheduled to add these holiday hours to your timesheet. We expect to see your work hours on such days.”