Setting up a Holiday Policy

Including a Holiday Policy on your account will allow you to create and assign custom and common US holidays for your users. When you create a new Holiday Policy you can give your employees a paid holiday without working, pay them a special rate for working on that day, or both. The pay rate modifier is completely customizable.

To complete the steps in this article, you must be an administrator or have the necessary view and/or edit permissions enabled. If you believe you should be able to complete the steps and are not able to, reach out to your account administrator to discuss updating the settings for your Role.

All changes made to a policy will apply to all users assigned to that policy. 

Create a holiday policy:

1. Log into your Citadel web portal.
2. Click on Policies in the side menu.
3. Go to the Holiday section and click Add New.
4. Enter a Policy Name. This name is displayed when adding policies to users or departments.
5. Click + Create Holiday to add a holiday to the policy.
6. Choose from a list of Common US Holidays or create a custom holiday.
7. If you select Custom you will need to add the Name and Date. You will also need to select if you want the holiday to Repeat each year. The list of common holidays will repeat by default.
8. For the repeating holidays, you can modify the date for a specific year by clicking on it. This is useful if your team recognizes holidays on set days, such as the Monday after a holiday weekend.
9. Enter the Paid Holiday Time. This is the time that will be added to the time cards.
10. Select the Holiday Pay Code from the dropdown list or Add New Pay Code.
    • If you Add New Pay Code, add a Pay Code Description and the Pay Code. This Pay Code will be added to your Pay Code Policy.
11. Set a Working Holiday Pay Code and the Working Pay Rate Modifier. Any administrators, supervisors, or employees who work on this holiday will have this pay code and rate assigned to their hours.
12. Select the Holiday Override option if you want the Working Pay Rate Modifier for this Holiday to override all other pay rate modifiers, such as the current overtime policy.
13. Select Create and Close or select Create and Add Another to continue adding holidays.
14. Scroll to the bottom of the screen and click Save. If you don't click Save, the policies will not be updated.

Add a custom holiday:

1. Log into your Citadel web portal.
2. Click on Policies in the side menu.
3. Scroll to the Holiday section.
4. Click a current Holiday Policy or add a new policy.
5. Click + Create Holiday to add a holiday to the policy.
6. Select Custom.
7. Add the Name and Date of the holiday.
8. Select if you want the holiday to Repeat each year.
9. For the repeating holidays, you can modify the date for a specific year by clicking on it.
10. Enter the Paid Holiday Time.
11. Select the Holiday Pay Code or Add New Pay Code.
    • If you Add New Pay Code you will need to add a Pay Code Description and the Pay Code. This Pay Code will be added to your Pay Code Policy.
12. Set a Working Holiday Pay Code and the Working Pay Rate Modifier. Any administrators, supervisors, or employees who work on this holiday will have this pay code and rate assigned to their hours.
13. Select the Holiday Override option if you want the Working Pay Rate Modifier for this Holiday to override all other pay rate modifiers, such as the current overtime policy.
14. After completing the required information, select Create and Close or select Create and Add Another to continue adding holidays.
15. Scroll to the bottom of the screen and click Save. If you don't click Save, the policies will not be updated.

Edit a holiday:

1. Log into your Citadel web portal.
2. Click on Policies in the side menu.
3. Go to the Holiday section.
4. Select a current holiday policy.
5. Select the menu option (the ellipsis) for the holiday.
6. Click Edit.
7. Edit the holiday and click Update.
8. Scroll to the bottom of the screen and click Save. If you don't click Save, the policies will not be updated.

Delete a holiday:

1. Log into your Citadel web portal.
2. Click on Policies in the side menu.
3. Go to the Holiday section.
4. Click a current holiday policy.
5. Select the menu option (the ellipsis) for the holiday.
6. Click Delete.
7. Click Confirm to remove the holiday.
8. Scroll to the bottom of the screen and click Save. If you don't click Save, the policies will not be updated.