Time Tracking and Time Off
- Any employee with a holiday comp time balance as of 11/24/24 should claim holiday comp time off first to use up their balance before claiming vacation leave. Beginning March 30, 2025, any employee that has a holiday comp time off balance and attempts to request vacation leave will receive an error in Workday prompting them to use up their holiday comp time off first.
2024 Discretionary Day
- For eligible employees, whose work schedule includes their last workday of a week as Friday, the last day to use the 2024 Discretionary Day is Friday, December 20, 2024. For those whose last workday of a week is Saturday, the last day to use the 2024 Discretionary Day is Saturday, December 21, 2024.
2025 Discretionary Day
- For eligible employees, whose work schedule includes their last workday of a week as Friday, the last day to use the 2025 Discretionary Day is Friday, December 19, 2025. For those whose last workday of a week is Saturday, the last day to use the 2025 Discretionary Day is Saturday, December 20, 2025.
Veterans Day will be officially observed as a State of Kansas holiday on Monday, November 11, 2024. FHSU will be holding classes that day. If your workload allows, please seek permission, and coordinate with your supervisor to take the day off to honor and remember our Veterans. For guidance on entering your timesheet in Workday for Veterans Day, click on the guides below according to your employee type for specific instructions.
IMPORTANT: Due to an early payroll deadline established by the State of Kansas, the timesheet deadline for pay period 11/10/24 - 11/23/24 will be MOVED UP. All timesheets and time off requests must be submitted and approved by managers by Friday, November 22nd at 10:00am.
- All exempt and non-exempt employees that work on Veterans Day and/or receive holiday time off MUST enter and submit the appropriate entry on your timesheet to reflect that you worked. This must be completed by the timesheet deadline listed above. If the proper entry is not made by the employee, they will NOT be accrued the comp time for working on the holiday.
- Student employees need to submit their time for approval prior to the 11/22/24 deadline. If you have hourly students that are working 11/22 and/or 11/23, managers will need to add the time blocks to their timesheets, as they will not be able to clock in/out due to the early timesheet deadline. See instructions and video for adding time blocks to student timesheets.
- If any corrections are needed to timesheets after the 11/22/24 deadline, email Accounts Payable at apayable@fhsu.edu.
Fort Hays State University will close for the Thanksgiving holiday at the end of the business day on Tuesday, November 26, 2024, based on your regular shift. We will reopen on Monday, December 2, 2024.
Wednesday, November 27th
Employees will submit one day of leave time (Comp time, Discretionary Day, Vacation). New employees starting on or after September 1, 2024, that have limited time off available should contact Accounts Payable to discuss Advanced Leave options. Any essential employees scheduled to work will enter REG hours for the time worked.
Thursday & Friday, November 28th & 29th
These days are state holidays. Workday will generate the holiday time off entry for all employees that earn holiday credit. Any essential employees scheduled to work will enter REG hours for the time worked.
Any non-essential, temporary, or student employee needing to work during the Thanksgiving break (11/27-11/29) must seek PRIOR approval from the appropriate VP, who will notify Human Resources.
Fort Hays State University will close for the holiday break at the end of the business day on Friday, December 20th, based on your regular shift. We will reopen on Monday, January 6th, 2025.
December 23rd & 24th and January 2nd & 3rd
Employees will submit leave time (Comp time, 2025 Discretionary Day, Vacation). New employees starting on or after September 1, 2024, that have limited time off available should contact Accounts Payable to discuss Advanced Leave options. Any essential employees scheduled to work will enter REG hours for the time worked.
December 26th, 27th, 30th, 31st
The Kansas Board of Regents has approved paid time off for these days. University holiday time off has been populated for all employees that earn holiday credit. The number of university holiday hours earned will be equivalent to the employee’s normally scheduled hours that day. Employees who have work schedules that do not require them to work these days of the week are not affected by the university holidays and will have no time off entry. If you do not see the university holiday time off entry on these days and you believe you should be eligible, contact Accounts Payable.
If you are an essential employee required to work on any of the declared university holidays, you will add an additional entry on your timesheet with the time entry type University Holiday Worked, equal to the number of hours worked. If you work a 2nd or 3rd shift, you’ll need to use the University Holiday Worked time entry code that matches your shift.
December 25th and January 1st
These days are state holidays. Workday will generate the holiday time off entry for all employees that earn holiday credit. Any essential employees scheduled to work will enter REG hours for the time worked.
Any non-essential, temporary, or student employee needing to work during the holiday break (12/21-1/5) must seek PRIOR approval from the appropriate VP, who will notify Human Resources.