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FLSA Information Session Implementation of Changes Indiana University 2005 Department of Labor's Fair Labor FLSA Information Session Implementation of Changes Indiana University 2005 Department of Labor's Fair Labor Standards Act (FLSA) Compliance Review Web site: http: //www. indiana. edu/%7 Euhrs/flsa/index. html Indiana University

Session Agenda n n n Overview Personnel Policies Recordkeeping Payroll Processing Other Issues Indiana Session Agenda n n n Overview Personnel Policies Recordkeeping Payroll Processing Other Issues Indiana University 2

Session Overview n n n Introduction Background information of FLSA History of DOL audits Session Overview n n n Introduction Background information of FLSA History of DOL audits at IU FLSA amendments and new regulations Personnel policies and benefits Recordkeeping requirements Indiana University 3

Categories of Professional Positions at IU n n n PAE PAO PAU Exempt from Categories of Professional Positions at IU n n n PAE PAO PAU Exempt from Overtime Eligible Salaried Overtime Eligible Indiana University 4

PAE: Exempt from Overtime n n n Positions meet FLSA duties test and salary PAE: Exempt from Overtime n n n Positions meet FLSA duties test and salary level test for exemption from overtime compensation Salary covers all hours worked Receive no additional compensation for hours over 40 in a week Indiana University 5

PAO: Overtime Eligible n n Positions do not meet the FLSA duties test for PAO: Overtime Eligible n n Positions do not meet the FLSA duties test for exemption from overtime compensation Must receive compensation for hours over 40 in a week Indiana University 6

PAU: Salaried Overtime Eligible n n n Positions meet the FLSA duties test but PAU: Salaried Overtime Eligible n n n Positions meet the FLSA duties test but do not meet the FLSA salary level test for exemption from overtime compensation Part-time positions with an annual salary below $23, 660 Must receive compensation for hours over 40 in a week Indiana University 7

Overtime Indiana University Overtime Indiana University

Definitions n n n Overtime: Hours in pay status in excess of 40 in Definitions n n n Overtime: Hours in pay status in excess of 40 in a workweek Pay status: All time worked plus paid time off (vacation, PTO, sick, holiday, etc. ) Workweek: Begins and ends at 12: 00 midnight on Saturday Indiana University 9

PAO: Overtime Compensation n Time and one-half Pay or Comp Time Department’s choice (must PAO: Overtime Compensation n Time and one-half Pay or Comp Time Department’s choice (must announce before overtime is worked) Indiana University 10

PAO: Compensatory Time Off n n n Accumulation limit is 160 hours Pay only PAO: Compensatory Time Off n n n Accumulation limit is 160 hours Pay only option when accumulation limit is reached until accumulation drops below limit Department can pay off comp time at any point Department can require comp time to be used before PTO is used All comp time must be used before going into a no-pay status Indiana University 11

Overtime Points of Interest n n n Employees can arrange flexible scheduling; overtime is Overtime Points of Interest n n n Employees can arrange flexible scheduling; overtime is to be pre-approved Requires accurate recordkeeping using new timesheet Comp time must be paid or used before a person transfers, promotes, or demotes to a non-overtime eligible position or to another department Indiana University 12

Paid Time Off (PTO) Indiana University Paid Time Off (PTO) Indiana University

PTO Accruals n No change n n 20 hours/month, 240 hours/year with less than PTO Accruals n No change n n 20 hours/month, 240 hours/year with less than 5 years service 24 hours/month, 288 hours/year with 5 or more years service Indiana University 14

PTO Usage n PAE: No change n n n Full-day increments PAO and PAU: PTO Usage n PAE: No change n n n Full-day increments PAO and PAU: Actual time used Annual max usage limit: No change n 240 or 288 hours Indiana University 15

Sick Bank Time n Adding Time: No change n n Up to 96 hours Sick Bank Time n Adding Time: No change n n Up to 96 hours unused PTO at end of year Using Time n PAE: No change n n Full-day increments PAO and PAU: Actual time used Indiana University 16

Carry Over PTO to New Year n No change n n 240 hours with Carry Over PTO to New Year n No change n n 240 hours with less than 5 years service 288 hours with 5 or more years service Indiana University 17

Terminal Pay n No change n All PTO on books at end of last Terminal Pay n No change n All PTO on books at end of last day Indiana University 18

Recordkeeping n n PAE: No change PAO and PAU: See new timesheet Indiana University Recordkeeping n n PAE: No change PAO and PAU: See new timesheet Indiana University 19

PTO Points of Interest n n n Earned at end of last workday of PTO Points of Interest n n n Earned at end of last workday of month PTO earned in first and last month of employment is prorated by portion of month worked Not earned when in no-pay status Must use all PTO up to annual limits before going into no-pay status PAE can charge partial day absences to PTO for FMLA and Workers’ Compensation Indiana University 20

Travel Time Indiana University Travel Time Indiana University

Travel Time n n n Travel time during normal work hours is work time Travel Time n n n Travel time during normal work hours is work time Daily commute from home to work and back is not work time Home to one-day assignment in another city n Travel time outside normal work hours that exceeds the normal commute time to and from work is work time Indiana University 22

Overnight Travel n Counts as work time n n Driving that the employee is Overnight Travel n Counts as work time n n Driving that the employee is required to perform is work time Time when work is performed while traveling is work time Travel time during normal work hours is work time Travel time on a day off during hours that are normal work hours during the week is also work time Indiana University 23

Overnight Travel n Does not count as work time n n n Travel time Overnight Travel n Does not count as work time n n n Travel time not covered above is not work time A break in travel for meals is not work time Time at the destination when the employee is free to come and go as he or she wishes is not work time Indiana University 24

Off-campus Work Indiana University Off-campus Work Indiana University

Off-campus Work n Lectures, Meetings and Training Programs n Approved attendance at these and Off-campus Work n Lectures, Meetings and Training Programs n Approved attendance at these and similar activities is work time if one or more of the following occur: n n Attendance is during normal work hours Attendance is required by the university The event is work related University work is performed Indiana University 26

Off-campus Work n Conferences n n Time when daily conference activities are completed and Off-campus Work n Conferences n n Time when daily conference activities are completed and the employee is on his/her own is not work time Time for meals, sleep, and voluntary social events that are part of the conference is not work time Indiana University 27

Policies Applicable to All Professional Staff Indiana University Policies Applicable to All Professional Staff Indiana University

Policies Applicable to All Professional Staff n Adverse Weather n No Change n n Policies Applicable to All Professional Staff n Adverse Weather n No Change n n Holidays n No Change n n Staff who are required to work during adverse weather do not receive any additional pay or time off Same 9 Holidays, each eight hours, prorated by FTE; receive equivalent time off when a holiday is worked Schedule Change n No Change n Professional staff do not receive any additional pay when a change in work schedule occurs Indiana University 29

Policies Applicable to All Professional Staff n Call Back n n n No change Policies Applicable to All Professional Staff n Call Back n n n No change n Staff do not receive any premium pay for additional trips back to work Change n PAO and PAU receive pay for the actual time worked, and the hours worked will count in determining if overtime has been worked for the week Seniority Date/Service Credit n No Change n All Professional positions (PAE, PAO, PAU) in a department are in the same occupational unit Indiana University 30

Policies Applicable to All Professional Staff n New-employee Evaluation Period n n No change Policies Applicable to All Professional Staff n New-employee Evaluation Period n n No change n Serve an evaluation period of 6 months PTO n No Change n n Accruals, adding sick time, carry over of PTO, and terminal pay provisions remain the same Change n Usage and recordkeeping rules for PTO and sick time for PAO and PAU Indiana University 31

Policies Applicable to All Professional Staff n Overtime n Change n n PAO and Policies Applicable to All Professional Staff n Overtime n Change n n PAO and PAU eligible for overtime compensation and require recordkeeping using new timesheet Travel Time n Change n PAO eligible to count certain travel time as work time; certain off-campus work activities count as work time Indiana University 32

Recordkeeping Indiana University Recordkeeping Indiana University

Overview n Recordkeeping is required by law for accurate overtime calculations n Monthly timesheet Overview n Recordkeeping is required by law for accurate overtime calculations n Monthly timesheet forms available on the UHRS FLSA Web site n Replaces PTO 'Blue' Cards n All timesheets kept on file in department n Employee and Supervisor signature required Indiana University 34

Processing of Pay n Receive regular monthly pay adjusted for overtime and absent w/o Processing of Pay n Receive regular monthly pay adjusted for overtime and absent w/o pay n Overtime for work weeks ending this month paid on next monthly cycle n Hours above standard paid on next available off cycle after month end n No change to absent without pay -- can be in current or following month Indiana University 35

Timesheet n Actual time recorded to the nearest tenth of an hour n Weekly Timesheet n Actual time recorded to the nearest tenth of an hour n Weekly total may cross months for overtime calculation n Categories for 'Other' types described on instruction sheet n Comp Hour balances must be tracked on timesheet n PTO and Comp balances carried over month to month Indiana University 36

 Sun Mon Tue Wed Thu Fri Sat Total 03/27/05 03/28/05 03/29/05 03/30/05 03/31/05 Sun Mon Tue Wed Thu Fri Sat Total 03/27/05 03/28/05 03/29/05 03/30/05 03/31/05 04/02/05 Hours Worked Comp Hours Used PTO Used Sick Hours Used Holiday Hours Used Other** Hrs Above Std (P/T) Absence w/o Pay Total (Hours in Pay Status) Total Absence w/o Pay Date Overtime (Hours over 40) Overtime Hours to be Paid Comp Hours Earned* Indiana University 37

 Sun Mon Tue Wed Thu Fri Sat Total 04/10/05 04/11/05 04/12/05 04/13/05 04/14/05 Sun Mon Tue Wed Thu Fri Sat Total 04/10/05 04/11/05 04/12/05 04/13/05 04/14/05 04/15/05 04/16/05 Hours Worked Comp Hours Used PTO Used Sick Hours Used Holiday Hours Used Other** Hrs Above Std (P/T) Absence w/o Pay Total (Hours in Pay Status) Total Absence w/o Pay Date Overtime (Hours over 40) Overtime Hours to be Paid Comp Hours Earned* Indiana University 38

Payroll Processing Indiana University Payroll Processing Indiana University

Payroll Processing for PAO Employees n n n OVT payments processed on next MO Payroll Processing for PAO Employees n n n OVT payments processed on next MO on-cycle Addtl reg hrs (HAS) for part-time processed on next off-cycle ABE hrs entered on current MO voucher or on adj voucher for next MO on-cycle Indiana University 40

Adjustment Vouchers for PAO Employees n n Hrs broken down into FLSA wkly periods Adjustment Vouchers for PAO Employees n n Hrs broken down into FLSA wkly periods per month Separate earn codes/hours by payroll – on-cycle/off-cycle Use “inflated OVT rate” if addtl pay (temp, etc) in same wkly period Include detailed explanations Indiana University 41

Other Issues Indiana University Other Issues Indiana University

Other Issues n n n Valid Job Combinations Additional Pay Flat Rates Position E-Docs Other Issues n n n Valid Job Combinations Additional Pay Flat Rates Position E-Docs Temporary Pay Hourly Appointments Indiana University 43

FLSA Information Session Implementation of Changes Indiana University 2005 Department of Labor's Fair Labor FLSA Information Session Implementation of Changes Indiana University 2005 Department of Labor's Fair Labor Standards Act (FLSA) Compliance Review Web site: http: //www. indiana. edu/%7 Euhrs/flsa/index. html Indiana University