2016 Holiday Informal Time Off - Payroll Reporting FAQ

In celebration of the holiday season, Governor Brown has authorized a half day informal time off with pay for the day before the Christmas holiday or the day before the New Year's Day holiday. In addition, President Armstrong has authorized an additional half day off with pay for eligible employees to be used in conjunction with the Governor's time off only on 12/21/16.

Please review the memo emailed from Cal Poly Human Resources for full details and eligibility requirements. If you have questions regarding the memo, please contact Human Resources at 805-756-2237.

Frequently Asked Payroll Questions:

Do I report the holiday informal time off in Absence Management Self Service (AMSS) as a salaried employee?

No. This time off is informal and should not be reported in AMSS. Tracking of this day off is done between you and your department. The only type of employee that has an online reporting requirement is hourly/intermittent employees.

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I am an hourly/intermittent employee, how do I report the holiday informal hours?

Hourly/intermittent employees are permitted informal time off based on the following table, provided that the employee is a) on active pay status and b) scheduled to work on the campus' last work day prior to the holiday closure for Christmas or New Year's Day:

Total Hours Scheduled in December Pay Period - Hourly Position

Observed on 12/21/16:

Resulting Hours Off with Pay

Observed on 12/30/16:

Resulting Hours Off with Pay

1 - 43
2
1
44 - 87
4
2
88 or more
8
4

Based on this table, the resulting hours off with pay should be entered using the "REG" time reporting code in the employee's online "Timesheet". The deadline to report December hours is January 3, 2017.

To access "Timesheet", login to the My Cal Poly Portal and click on the "Personal Info" tab. In the "Employee Info" section, click on Submit next to "Submit Hours for Pay":

My Cal Poly Portal, My Pay and Leave Usage Section Example

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I have multiple jobs, one is hourly and the other is salary, what do I do?

The informal time off must be used on the same day across all jobs. There is nothing to report for the salaried position. For eligible hourly positions, use the table above to determine the value to report in your online "Timesheet" for pay. The total number of hours in all positions cannot exceed 8 hours.

Example: An employee has a .50 FTE (1/2 time) salaried position and an additional hourly position. They are scheduled to work in both jobs on 12/21/16 and have selected that day for the informal day off. The total number of hours they are scheduled to work in December in their hourly position is 80 hours. The employee reports nothing in their salaried position. The employee reports 4 hours of REG in their online "Timesheet" on 12/21/16. They have now received a full day off with pay.

If you have additional questions regarding reporting the holiday informal time off, please call Payroll Services at 805-756-2605.

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