As an administrator, you can add public holidays to existing public holiday programs. When you add a public holiday, you define how the date of the holiday is determined and when the holiday is awarded. You also associate the public holiday with a holiday qualification rule and a holiday pay distribution rule. These rules specify what conditions an employee must meet in order to be paid for the public holiday, which labour charge categories and earnings codes public holiday pay is charged to, and how many hours of holiday pay employees receive for the public holiday.

To add a public holiday to a public holiday program:

1. Click the Setup tab.

2. Under the Setup tab, click the Public Holidays link. The Public Holidays page displays a list of the holiday programs defined for your company.

3. Click the name of the public holiday program to which you want to add a holiday. The Public Holiday Program page opens and displays a description of the public holiday program, the option settings for the program, and a list of the specific public holidays that have already been defined for the program.

   Tip: If the list of public holiday programs used by your company is long, use the Search Options to help you find the public holiday program you want to view.

4. Click the Add New Public Holiday Detail link that appears below the list of public holidays. The Public Holiday Program page expands to display a blank New Public Holiday Detail section.

   Tip: You may need to scroll down to view the New Public Holiday Detail section.

5. In the Public Holiday Description field, enter a short phrase that describes the public holiday. This description will appear in the list of public holidays on the Public Holiday Program page and can help you determine which holiday to select when you are viewing or editing public holidays.

   Note: You must enter a description in the text box marked with a red triangle ( ). If your company supports other languages, enter descriptions in the text boxes for those languages as well.

6. In the Public Holiday Date section, select the method for determining the public holiday date and enter any information required for the selected method. The available methods are:

   • Use fixed date - Select this method to define a holiday that will occur only once. Use the button to select the date of the public holiday.

     Note: You can only define a fixed-date public holiday for the year that is being displayed on the Public Holiday Program page. By default, the Public Holiday Program page displays the current year. To define a fixed-date holiday for a different year, click the in the Show public holidays for the year box, select the appropriate year, and then click the Add New Public Holiday Detail link.

   • Use fixed recurring date - Select this method to define a public holiday (such as Christmas) that occurs on the same calendar date every year. Use the drop-down menus to specify the month and date of the public holiday.

   • Use recurring date - Select this method to define a holiday that occurs every year on a particular occurrence of a specific day of the week during a particular month. For example, in the United States, Martin Luther King Day is celebrated on the 3rd Monday of January. Use the drop-down menus to specify the occurrence (1st, 2nd, 3rd, 4th, or Last), day of the week, and month for the public holiday.

   • Use other recurring date - Select this method to define a public holiday that occurs on a particular weekday relative to a specific date. For example, in Canada, Victoria Day is celebrated on the Monday preceding May 25th. Use the drop-down menus to specify the day of week, month, and date.

7. If you want the Holiday Processor to enter the public holiday on employee's timecards in advance, select the Award Public Holiday in Advance option.

   Notes:
   If this option is selected, the public holiday is awarded (entered on employees' timecards) when it first falls in either the current or next pay period. If this option is not selected, the holiday is not awarded until the actual day of the public holiday.
   
   When a public holiday is awarded in advance, the Holiday Processor does not evaluate all of the qualification rules defined in the public holiday qualification rule assigned to the holiday. For example, any qualification rules based on employees' schedules or worked time are not evaluated. Only the probation period, which is defined relative to employees' service dates, is considered when public holidays are awarded in advance.

8. If your company uses a "special day" rate to pay employees who work on a scheduled public holiday, select a method for determining the window during which the special public holiday rate should apply. The choices are:

   • Pay date - Select this method if you want any worked time pair with a pay date equivalent to the public holiday date to receive special day pay.

     Tip: For information on how your company determines the pay date for time pairs that span two calendar days, contact your payroll administrator or ADP ezLaborManager representative.

   • Start and end time - Select this method if you want to define the exact start and end time of the window during which special day rates will apply for this public holiday. The default window is 12:00 AM to 11:59, but you can edit the start and end times. You can also extend the window to the previous or next day by selecting the Start on Previous Day and/or End on Next Day check boxes. For example, if you are defining a January 1st holiday for New Year's Day and you enter 12:00 PM in the Start Time field and 11:59 PM in the End time filed and then select the Start On Previous Day check box, any time pairs worked in the window from noon on December 31st to 11:59 PM on January 1st will be considered for special day pay.  

   Note: Special day rules are defined and maintained by ADP according to your company's policies. If you have questions about how special day pay is calculated for your company, contact your ADP ezLaborManager representative.

9. In the Public Holiday Qualification field, click the button and select the appropriate public holiday qualification rule from the lookup window.

   Note: You must assign a public holiday qualification rule to each public holiday. This rule specifies what conditions an employee must meet in order to be paid for the public holiday. The rules that appear in the lookup window have been created by ADP according to your company's public holiday policies. If you are unsure which rule to select, contact your ADP ezLaborManager representative.

10. In the Public Holiday Pay Distribution field, click the button and select the appropriate public holiday pay distribution rule from the lookup window.

    Note: You must assign a public holiday pay distribution rule to each public holiday. This rule specifies which labour charge categories and earnings codes public holiday pay is charged to and how many hours of public holiday pay employees receive. Like public holiday qualification rules, public holiday distribution rules are created and maintained for your company by ADP. If you are unsure which rule to select, contact your ADP ezLaborManager representative.

11. If the public holiday pay distribution rule you selected prorates the number of hours awarded for a holiday or uses an average based on an employee's recent schedule to determine public holiday hours, click the button in the Specific start date for average/prorate field and select the date on which calculation of the proration or average should begin.

    Note: Contact your ADP ezLaborManager representative if you are uncertain whether this option applies or if you have questions about the average/prorate pay distribution method.

12. Click the Submit button. The Public Holiday Program page refreshes and shows the newly added public holiday in the list of public holidays assigned to the program.