Manage Holidays

Description: In this topic, the user will learn about holidays in DCI. Holiday Schedules tell DCI when an hourly employee is eligible for a holiday pay rate for time worked. You can create as many holiday schedules as you would like. When creating an employee profile, you are required to select a holiday schedule for that employee. The holiday schedule alone allows the employee to receive the holiday rate for time worked only. If you have employees who are not eligible for any holiday pay (worked or non-worked), assign them a blank holiday schedule.

Role Required: Super User, Supervisor

Permission Required: Holiday Schedule Admin

Create Holiday Schedule

Log in to DCI
Click Settings on the main menu
Click Holiday Schedules on the submenu
Click Actions
Select New Holiday Schedule from the drop-down menu
Complete the Add New Holiday Schedule form wizard
1. When starting there are two available holiday schedules in the system to choose from:
2. This field is required if no additional holidays are added. If additional holidays are added, this field becomes optional.
1. This can be repeated for as many holidays are observed.
  1. NOTE: For a blank holiday schedule enter one day here. See below for Blank Holiday schedule instructions.
  2. NOTE: If you select a Holiday Schedule from the previous step, you will not have to enter observed US Federal Holidays such as Christmas or Independence Day. Use this field for additional holidays that may be recognized by your organization such as the day after Thanksgiving.
2. Name: The name is what will appear on the drop-down when the holiday schedule is assigned to a profile
3. Description: The description of the holiday schedule
4. Status: Select Active or Inactive
5. Select Range: Date range in years
6. Holiday Schedule: Enter the name of a holiday in the system and then click the name from the drop-down
7. Additional Holidays: Enter the date of the holiday, and the name of the holiday, then click the blue Plus Sign (+) to add the holiday.
Click Next to open the Review Summary and see all of the holidays that have been selected on the previous steps. Review the list to ensure all of the observed holidays are listed.
Click Save and Yes to confirm

Edit Holiday Schedule

Log in to DCI
Click Settings on the main menu
Click Holiday Schedules on the submenu
Use the Search functionality to find the holiday schedule to edit
Click anywhere on the holiday schedule row to open the Holiday Schedule Details page
Click Actions
Select Edit Holiday Schedule from the drop-down menu. Update fields as needed:
1. Name
2. Description
3. Status
4. Additional Holidays
  1. To add holidays - Enter the date and name of the holiday then click the blue Plus Sign (+).
  2. To remove holidays - Find the holiday to remove then click the blue Minus Sign (-).
Click Next
Review the changes on the Review Summary tab
Click Save and Yes to confirm

Create a Blank Holiday Schedule

Creating a blank holiday schedule requires the user to create a holiday schedule and then edit it.

Log in to DCI with your personal profile.
Select Settings from the Main Menu.
Select Holiday Schedules from the Submenu.
Select the Actions button.
Select New Holiday Schedule from the actions dropdown.
Fill out the Add New Holiday Schedule form wizard.

Name: The name is what will appear on the drop-down when you assign the holiday schedule to a profile.
Description: The description of the holiday schedule.
Status: Click Active or Inactive, the default is set to active.
Select Range: Date range in years.
Holiday Schedule: leave blank
Additional Holidays: Enter one future date, name it Blank, and then click the Blue (+) button to add the holiday.

Click Next to open the Review Summary.
Click the Save button.
Select Yes in the confirmation alert window to add the new holiday schedule the holiday schedule will be saved and you will return to the Holiday Schedule Details screen.
With the Holiday Schedule Details screen still open Click Edit Holiday Schedule from the Actions button.
Remove the Additional Holiday added in the steps above under the Additional Holiday field by clicking the Blue (-) button to remove the holiday.

There are now no holidays associated with this schedule creating a blank schedule, meaning no holidays will be observed for employees with this schedule.

Click Next to open the Review Summary.
Click the Save button.
Select Yes in the confirmation alert window to save changes and you will return to the Holiday Schedule Details screen.

View Holiday Schedule

Log in to DCI with your personal profile.
Select Settings from the Main Menu.
Select Holiday Schedules from the Submenu.
Use the Search functionality to find the holiday schedule you would like to view.
Click anywhere on the holiday schedule you would like to view to open the Holiday Schedule Details screen.

Extend Holiday Schedule

Log in to DCI with your personal profile.
Select Settings from the Main Menu.
Select Holiday Schedules from the Submenu.
Use the Search functionality to find the holiday schedule you would like to extend.
Click anywhere on the holiday schedule you would like to edit to open the Holiday Schedule Details screen.
Click Actions.
Click Extend Holidays.
Select Range: Enter the year you would like to extend the holiday schedule to.
Click Next to open the Review Summary.
Click the Save button.
Select Yes in the confirmation alert window to extend the holiday schedule.

About Holiday Service Accounts

Holiday Service Accounts tell DCI when an employee is eligible for holiday non-worked time. If you create a holiday account for an employee, the system will auto-create a punch for days that are holidays as defined on the employee's assigned holiday schedule.

The standard holiday process works as follows:

The system sweeps each night looking for employees with holiday accounts.
If the previous day was a holiday as defined on their assigned holiday schedule it creates an 8-hour (8 AM - 4 PM) holiday punch for them in their holiday account.
If the employee has a service punch present for the holiday, meaning they actually worked the holiday, it will create a holiday punch for the difference between their actual punch and 8 hours.

For example, I'm an hourly employee who gets paid holidays. I work on Christmas day for 4 hours. When the system sweeps that night, it will see that I have a service punch for 4 hours on Christmas and it will create a holiday punch for 4 hours to give me a total of 8 hours.

If an employee has both a Holiday Schedule and a Holiday Service Account and he/she was not able to add a punch for time worked on the holiday, for example, they enter the punch the next day:

DCI will generate an 8-hour punch based on the sweep process described above. As a result, the employee will be unable to enter a punch for time worked as this would be a duplicate/overlapping punch.
The supervisor or the employee will need to edit the holiday punch to equal 8 hours minus the hours worked that day. For example, if the employee worked 4 hours, edit the holiday entry to equal 4 hours.
Then the employee will be able to enter their time worked.

DCI has modes to let customers manage how holiday pay is processed:
- Enabling Mode 1 requires an instance-level settings change, contact your DCI representative to learn more.

Mode 0 (default as described above) – The system first checks to see if the Employee already has punches on that day totaling less than 8 hours and if so creates an entry in the employee’s holiday account for the difference. For example, if an employee works 4 hours on a holiday, DCI will create a holiday punch of 4 hours for a total of 8 hours.
Mode 1 –When set to 1 the system should skip looking for other entries and always create an entry in the employee’s holiday account for 8 hours, meaning that an employee will get 8 hours for the holiday plus the hours worked. For example, if an employee works 4 hours on a holiday they will receive 8 hours for the holiday and the additional 4 hours worked for a total of 12 hours. This holiday entry is not factored into overtime.

Create Holiday Service Accounts

Sign into your Personal Profile.
Click Home on the main menu.
Click Employees on the submenu.
Search for the client by typing their name in Type Employee Name and selecting their name when it populates.
Click Search.
Select the employee from the table by clicking anywhere in the row.

This will open the Employee Details page

Click the Actions button.
Click New Service Account from the actions dropdown.
Fill out the form wizard as you would for other service accounts with the following exceptions:

Account Type: Click the dropdown and select Holiday.
Since this service code is for the employee only, there is no Client field to associate with the employee.

Click Save.
Click Yes on the confirmation window.

Holiday Pay Codes

Holiday-related time entries will appear on the payroll file according to DCI's pay codes listed below. Pay Rate means there is a pay rate on the employee service account for the time. Pay Codes are configured during implementation by the DCI project team. If you need to make changes to pay code settings, please contact your DCI representative.

The pay codes related to holidays are as follows:

Holiday OT Custom: Overtime worked on a holiday and paid custom pay rate plus a 1.5x multiplier.

Custom means that the service account does have a pay rate on it and the payroll engine will use the rate in DCI.

Holiday OT Default: Overtime worked on a holiday and paid default pay rate plus a 1.5x multiplier.

Default means that the service account does not have a pay rate on it and will use the rate in the payroll engine.

Holiday Worked Custom: Holiday worked and service account has a pay rate defined.

Custom means that the service account does have a pay rate on it and the payroll engine will use the rate in DCI.

Holiday Worked Default: Holiday worked and service account has no pay rate defined.

Default means that the service account does not have a pay rate on it and will use the rate in the payroll engine.

Paid Holiday: Paid holiday (time not worked)

View Holiday Pay Codes

Log in to DCI with your personal profile.
Select Settings from the Main Menu.
Select Payroll from the Submenu.
Select Pay Codes from the Flyout Menu.
Use the Search functionality to find the holiday pay code you would like to view.
Click anywhere on the holiday pay code you would like to view to open the Pay Code Details screen.