FLSA Transition What to Expect

Payment & Reporting Dates Final Exempt payment: Nov 1, 2016 Prorated for 10/1 – 10/21 Leave Report for 10/1 – 10/21 submitted by 10/21/2016 Leave Report approval due 10/25 First Non-Exempt payment: Nov 10, 2016 Pay period dates: 10/22 – 11/4 Kronos timecard approval due end of day Friday, 11/4. Payment & Reporting Dates

The Non-Exempt Pay Period Consists of two (2) work weeks. Each work week begins at one minute past midnight on Saturday morning and ends the following Friday at midnight. 26 Pay Periods in a year Your first non-exempt pay period begins Saturday, October 22, 2016.

Continuous Withholding through the transition Full Amount Nov 1, Half Nov 10 & 23, Dec 9 & 22: Health Insurance Voluntary Life Insurance Vision Parking Tax Deferred Annuity – 3%

Not Withheld Nov 10th & 23rd Full Amount Nov 1, Half Dec 9 & 22: Flexible Spending Dependent Care United Way Foundation Contributions Annual amounts - already deducted Nov 1

Other Deductions Payroll or Staff Benefits will contact employees: Credit Union Child Support Tax Deferred Annuity Garnishments

Other Deductions If you withhold additional taxes above the required amount, you may be set up to over-withhold. (Example: If you withhold an extra $50 per pay, that will become $100 per month) Complete a new W-4 and/or WH-4 to update.

Calculating Gross Pay Nov 1 Monthly Gross Pay: Monthly Salary / 21 Working Days in October = Daily Rate Daily Rate x 15 Working Days = Gross pay Nov 10 Bi-Weekly Gross: Annual Salary / 26 Pays Per Year = New Bi-Weekly Gross* *Assumes 75 paid hours and no overtime

Estimating Net pay Link located on the Payroll website under Payroll Links: http://www2.indstate.edu/payroll/link5/index.htm Deductions withheld prior to tax withholding: Parking Health Coverage Vision Flexible Spending Dependent Care Deductions withheld prior to FED, State and County Tax Withholding: TIAA-CREF Tax Deferred Annuity Common County Tax Rates: Vigo: 1.25% Vermillion: .02% Putnam: 1.75% Clay: 2.25%

First non-exempt pay period is B1-23 (10/22 – 11/4) Begin tracking daily time in Kronos as of October 22nd. Enter all hours worked for the two week pay period & give approval by end of day November 4th. First non-exempt payment issued November 10, 2016 Kronos Time Reporting

Kronos.indstate.edu User Name: University USERNAME PASSWORD: University Password accessible off campus

Select “My Timecard” from the “My Information” section

Tracking Time in Kronos Key In and Out times on each day making sure AM and PM designation is correct.

Various pay codes are available to report time away from work. By selecting the drop down arrow in the Pay Code column, you may select the appropriate pay code for time not worked such as vacation, sick, or funeral.

Review for Accuracy Time worked outside of the normal schedule is identified with a red outline. Review to ensure the times are correct.

Insert a row to enter hours worked on a day a non-working pay code is used. Kronos adds a second row and indicates a late arrival. Inserting a Row

Adding Comments Comments can be added to any timecard punch. Select option and Save Adding Comments

Adding Comments Cont’d Comments can be viewed under the comments tab at the bottom of the timecard.

Completion & Approval Complete your timecard on the last day of the pay period (Friday). Review all punches for accuracy. Make sure you have at least 37.5 hours in each week. Insert comments as necessary. Approve

Completed timecard

Total daily hours may not exceed the standard workday on a day in which benefit time is used. Payroll will monitor and request an update to the timecard prior to payment. Total Daily Hours

Transition timeline Employee October 21, 2016: Submit employee leave report for 10/1 – 10/21 October 22, 2016: First day of B1-23 pay period; begin tracking daily time in Kronos. November 1, 2016: Final exempt payment issued (M1-11) November 4, 2016: All hours for the two week pay period (10/22 – 11/4) should be entered; employee approval due by end of day November 10, 2016: First non-exempt payroll issued (B1-23)   Supervisor: October 25, 2016: Due date for leave report approvals by supervisors of transitioning employees November 7, 2016: Kronos approval and sign off for all non-exempt employees due by 11:00 AM Transition timeline