The University of Texas-Pan American Payroll Department State Compensatory Time Training

Fair Labor Standards Act of 1938 (FLSA) Fair Labor Standards Act of 1938(FLSA)- requires employers to compensate nonexempt employees for any hours worked over 40 in one work week at a rate 1.5 time the employee’s normal rate of pay.  FLSA Nonexempt Employees  FLSA Exempt Employees

FLSA Exempt Employees An employee who is exempt from FLSA may, at the discretion of the agency, be allowed compensatory time off when the total number of hours worked and paid leave or paid holidays exceeds 40 in a work week. State Compensatory Time university policy applies to all full time benefits- eligible exempt employees.

State Compensatory Time (ST Comp Time)  Workweek – begins at 12:01 a. m. Monday and ends at 12:00 midnight Sunday.  ST Comp Time is “straight” time or one hour for one hour.  ST Comp Time must be used within 12 months of the end of the work week in which it was earned.  Employees will not be paid for any unused state compensatory time earned in this manner.  ST Comp Time maximum cap is 144 hours, but employees shall record actual time worked. Any hours earned above 144 will be forgone at a fist in first out basis.

Salaried Absence Timecard Layout The absence timecard layout is currently being used by all exempt staff employees. The layout consist of entering only absences during the month, if any. Effective March 1, 2010 the layout will change to accommodate the new ST Comp Time functionality.

Salaried Exempt Timecard Layout The new timecard layout for salaried exempt employees will consist of entering hours worked and any absence hours taken on a daily basis.

Salaried Exempt Timecard Layout: The new ST Comp Time element will appear on the ‘Hours Type’ listing by selecting the flashlight. St Comp Time element will be available for employees to select. Once employee has entered hours worked, and/or any leaves taken, the system will automatically add up the hours entered on the row and post the total at the far right side of the timecard under the ‘Total’ column.

Salaried Exempt Timecard Layout: ST Comp Time Certification If the total hours including hours worked, holiday taken, paid leave taken, exceeds 40 per week, any minute over 40 is state compensatory time at straight time. If any state compensatory time is earned a certification to confirm state compensatory time earned will be required before submitting the timecard for approval. Note: Advance supervisory approval for State Compensatory time was obtained and work was not performed at personal residence.

Other Leaves Tab: ST Comp Time Element The new ST Comp Time Element will be incorporated on the ‘Other Leaves’ tab under the “Leave Hours” column. To view details for ST Comp Time click on the details page icon.

Details Page: ST Comp Time Element Once you are on the details page the ST Comp Time activity will appear. The activity may consist of hours earned, taken, adjusted, maxed, expired.

HR Excel Template: Exempt State Comp Time Log Sheet Currently employees earning ST Comp Time are using the “Exempt State Comp Time Log Sheet” provided by Human Resources to record their time. For employees that have any accumulated ST Comp Time the “Summary Full” tab of the exempt State Comp Time log sheet will need to be submitted to the Payroll Department. The Payroll Department will process a one time ST Comp Time balances upload to EiS Time Entry. To ensure proper ST Comp Time upload to employees record all “Summary Full” worksheets must be at the Payroll Department by March 23, Once the ST Comp Time upload has been processed employees will be able to see their ST Comp Time balances on the “Other Leaves” Tab located on “EiS Self Service Time” responsibility.

HR Excel Template: Exempt State Comp Time Log Sheet

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