Winter Recess Time Reporting Guidelines

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Winter Recess Time Reporting Q & A

Q:  When is Harvard’s Winter Recess?

A:  Winter Recess begins Friday, December 23, 2016 and goes through Monday, January 2, 2017.  Normal hours of operations will resume on Tuesday, January 3, 2017.

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Q:  Do I need to request any absences in PeopleSoft for Winter Recess if I am exempt from reporting hours weekly?

A:   No, you do not need to request any absences or enter anything in PeopleSoft.

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Q:  I report my time weekly in PeopleSoft.  What do I report for Winter Recess?
A:  If you are not working during this period, all Winter Recess time should be reported as Holiday Time (HOL).
           Helpful hints:
            -You can use the Apply Schedule button for the week 12/24 -12/31 and just change the time type from Regular to Holiday.
            -You can report your time up to two weeks in advance, which now covers the recess period. 

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Q:  What if my job requires me to work one or more days during the Recess?
A:  The specifics can vary by the day or days you work.  Please refer to this document (click here) for a day by day schedule of how to report time worked during Winter Recess.  If you have questions about a specific situation contact Chirelle Hitt (chirelle_hitt@hms.harvard.edu) or your HR Consultant.

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Q:  I am a time approver and will be out of the office the day time needs to be approved.  What arrangements can I make?
A:  There are a couple of ways to do this:

  • You can approve time as soon as it is in the system.  Ask your staff to report their time early and then you can approve it early as well.
  • Make arrangements with another approver or adjuster for your group to approve your staff’s time.
  • Contact Chirelle Hitt at 2-3901 or chirelle_hitt@hms.harvard.edu if no other backup is available.

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Q:  When should all absences and timesheets be entered and approved in PeopleSoft for the 12/22/16 and 1/6/17 checks?
A:   Enter and approve by:
       -Report time & absences by 5:00 PM Wednesday, December 14th and Wednesday, December 21st.  
       -Approve absences by 3:30 PM and approve timesheets by 5:00 PM Thursday, December 15th and Thursday, December 22nd.
       -Click here for the full Winter Recess Time and Absence Deadlines Calendar.