/
Compensable Time  and Time Reporting Compensable Time  and Time Reporting

Compensable Time and Time Reporting - PowerPoint Presentation

briana-ranney
briana-ranney . @briana-ranney
Follow
347 views
Uploaded On 2018-10-29

Compensable Time and Time Reporting - PPT Presentation

Office of Human Resources Compensable Time and Time Reporting Please come to the front to sign in FLSA The Fair Labor Standards Act of 1938 as amended is a federal labor law The FLSA provides criteria for employers to classify their employees as exempt from overtime or nonexempt and elig ID: 701341

work time nonexempt hours time work hours nonexempt worked employee employees overtime minutes day travel workweek compensatory reported spent

Share:

Link:

Embed:

Download Presentation from below link

Download Presentation The PPT/PDF document "Compensable Time and Time Reporting" is the property of its rightful owner. Permission is granted to download and print the materials on this web site for personal, non-commercial use only, and to display it on your personal computer provided you do not modify the materials and that you retain all copyright notices contained in the materials. By downloading content from our website, you accept the terms of this agreement.


Presentation Transcript

Slide1

Compensable Time and Time Reporting

Office of Human ResourcesSlide2

Compensable Time and Time Reporting

Please come to the front to sign inSlide3

FLSA

The Fair Labor Standards Act of 1938, as

amended, is a federal labor law.

The FLSA provides criteria for employers to classify their employees as exempt from overtime or nonexempt and eligible for overtime.

Exempt jobs primarily involve executive, administrative or professional duties as defined in the FLSA regulations.

Exempt employees are paid a predetermined and fixed salary that is not subject to reduction due to variations in the quality or quantity of work.

The amount of salary paid must meet a minimum specified amount.Slide4

FLSA

An employer who requires or permits a nonexempt employee to work overtime is required to pay the employee for overtime work.

‘suffers or permits’

The employer knew or should have known that the employee was working.

Work that was not requested but suffered or permitted to be performed is work time that must be paid for by the employer.

Requires the nonexempt employee’s commitment to

accurately

report all hours

worked and to inform

their

supervisor of

any additional

time

worked beyond their regularly scheduled work hours.

Nonexempt employees must receive overtime pay for hours worked in excess of 40 in a workweek at a rate not less than time and one-half their regular rates of pay.

The University pays overtime as one hour of pay and banks 30 minutes of compensatory time for each hour of overtime worked.Slide5

University Workweek

Employee Handbook

Section 4.5 Workweek and Work Hours

The University workweek is defined as a seven-day period that begins at 12:01 a.m. Monday and ends at 12:00 midnight Sunday

.

The work schedule can be adjusted within the same workweek to remain at 40 hours with the supervisor’s permission (flexing the work schedule).

Example: a nonexempt employee worked 10 minutes past scheduled lunch break due to a customer leaving late; with the supervisor’s permission, the employee could leave 10 minutes earlier

on that day or another day in the same

workweek or

come to work 10 minutes

later in the same workweek.Slide6

Overtime and Compensatory Time

Overtime

Working overtime requires the supervisor’s permission ahead of time; exceptions could occur in situations involving emergencies.

If a nonexempt employee works more than 8 hours in a day, the supervisor should be notified within 24 hours and arrange for compensatory time off within the same workweek (flexing the work schedule).

If the supervisor is unable to schedule compensatory time off in the same workweek, all hours worked must be reported and the nonexempt employee will be paid overtime as one hour of straight time and 30 minutes of compensatory time earned.Slide7

Overtime and Compensatory Time

Compensatory time earned can be used for planned time off, similar to vacation leave

.

Banked compensatory time should be taken as time off within 12 months of earning

it

.

Banked compensatory time will be paid upon termination of employment.

The maximum accrual of compensatory time is 240 hours; at that point, compensatory time is paid out in an amount to maintain a 240 hour balance.

Supervisory approval is required to pay out banked compensatory time on subsequent paychecks. Slide8

Rounding Up and Down

Rounding Up and Down and Adjusting Time Worked within the Same Workweek

Time worked is reported in 15 minute or quarter-hour increments.

If a nonexempt employee works 8 hours and 7 minutes one day, 8 hours worked is reported on the timesheet.

If a nonexempt employee works 8 hours and 8 minutes one day, 8.25 hours worked is reported on the timesheet.

If the supervisor adjusts the nonexempt employee’s schedule later in the workweek to offset the ¼ hour by having the employee work only 7 hours and 45 minutes on a subsequent day, 7.75 hours should be entered on that day.Slide9

What is Work time?

Lunch breaks of at least thirty minutes, free and clear of work, are unpaid time.

If a nonexempt employee’s unpaid lunch break is interrupted by work duties, any work in excess of 8 minutes is reported as time worked; if work in excess of 8 minutes occurs during the lunch break, inform the supervisor so an offsetting scheduling adjustment can be made.

The best practice is for nonexempt employees to take lunch breaks away from their work stations to avoid getting involved in work duties.

Breaks of 15 minutes or less, if taken, are considered work time and are reported as time worked.

Activities done to prepare for work and clean up time after closing are time worked.Slide10

What is Work Time?

Work performed at home is time worked; a nonexempt employee should not perform work duties while at home without the supervisor’s permission; time spent performing work duties at home must be reported on the timesheet.

Time spent attending conferences, training, and orientation is reported as time worked; time spent networking, eating meals, relaxing or sleeping in the hotel room, etc. is not work time. Time spent performing work in the hotel room is work time.

An employee cannot volunteer on an unpaid basis to perform the same services performed in their regular job or performed by other employees for pay; unauthorized and unapproved work is work and must be reported as time worked.

A nonexempt employee who disregards the supervisor’s instructions regarding their work schedule of 40 hours per week will be subject to disciplinary action.Slide11

What is work time?

Reading and responding to work emails, texts, and phone calls while off work is considered time worked. When the time spent exceeds 8 minutes, this time must be reported as at least .25 (one-fourth) hour on the timesheet.

Supervisors should consider using the Delay Delivery feature or saving emails written outside normal office hours to the drafts folder in Outlook and sending them to their nonexempt employees during a regular work day.

Nonexempt employees should avoid reading and responding to work-related emails outside of regular office hours, unless they have their supervisor’s permission. Responding to work-related text messages or phone calls is permitted without supervisory approval due the urgent nature of the contact.Slide12

Travel Time

Home to Work Travel: an employee who travels from home before the regular workday and returns to his/her home at the end of the workday is engaged in ordinary home to work travel, which is not work time.

Home to Work on a Special One Day Assignment in Another City: An employee who regularly works at a fixed location in one city is given a special one day assignment in another city and returns home the same day. The time spent in traveling to and returning from the other city is work time, except that the employer may deduct/not count that time the employee would normally spend commuting to the regular work site.Slide13

Travel Time

Travel That is All in a Day’s Work: Time spent by an employee in travel as part of their principal activity, such as travel from job site to job site during the workday, is work time and must be counted as hours worked.

Travel Away from the Home Community: Travel that keeps an employee away from home overnight is travel away from home. Travel away from home is clearly work time when it cuts across the employee’s workday. The time is not only hours worked on regular working days during normal working hours but also during corresponding hours on nonworking days. Slide14

Travel Time

Time spent in travel away from home outside of regular working hours as a passenger on an airplane, train, boat, bus, or automobile is not considered work time.

However, if the passenger prepares for a meeting, reads work-related materials, responds to emails, the passenger is working and must report time worked beyond 8 minutes.Slide15

Understand the

Work

Schedule

Limited to 40 hours per workweek.

If

unexpected events require a nonexempt employee to work

more than 8 hours on a particular day,

the supervisor must be informed as

soon as possible, but within 24 hours.

Nonexempt employees should arrive

at

the

scheduled start time and leave at

the

scheduled ending time.

Nonexempt employees should take lunch

breaks away from

their

work station.

Nonexempt employees shouldn’t read or answer

work-related emails

outside scheduled work hours.Slide16

Expectations

Nonexempt employees will inform their supervisor as soon as possible if they work more than 8 hours in a day.

Nonexempt employees will record time worked accurately on the time record.

Best practice is to record work time on a daily basis before one’s memory fades.Slide17

Consequences

Because of the serious consequences to the University if overtime laws are not followed, supervisors

have been instructed to initiate disciplinary action for

employees who

fail to follow the University’s time reporting policies.

Inaccurate reporting of hours worked.

Falsification of a timesheet.

Failure to inform the supervisors

of deviations from the scheduled work

time within 24 hours of its occurrence.

Working overtime

not due to

an emergency when

permission hasn’t been

granted.Slide18

University Policies

Employee Handbook

4.4.1.1 Professional Nonexempt Employees

4.5 Workweek and Work Hours

4.7 Rest Periods

4.8 Overtime Pay

4.9 Compensatory Time

7.1.2 Accrual – Exempt and Professional Non-exempt Employees

9.2 Attendance

9.2.2 Tardiness and Leaving Work Early

9.4 Disciplinary Guidelines for MisconductSlide19

Questions? Concerns?

Supervisors and employees with questions or concerns should contact the Office of Human Resources.

Concerns can also be reported anonymously by contacting the Ethics Hotline.

1-888-233-8988

or through the internet

https://

secure.ethicspoint.com/domain/en/report_custom.asp?clientid=17433