Agenda Fair Labor Standards Act (FLSA) Division & CES Policies Timesheets Overtime Authorization Banner Time/Leave Entry Earning & Using Comp-Time Fair Labor Standards Act (FLSA) Terminology Recent Changes Division Implementation & Effects FLSA Requirements What is Considered “Work” Division Policy (Requirements) Overtime – Prior Approval Online Form Tracking & Reporting Time Approvals Time Sheets Banner Your Role

Fair Labor Standards Act (FLSA) Fair Labor Standards Act = U.S. Dept. of Labor Three major objectives: Establish minimum wage Encourage limits on weekly hours worked through overtime provisions Discourage oppressive use of child labor

These are federal designations! FLSA - Terminology Exempt – Exempt from overtime and other protections; protections do not apply Nonexempt: Not exempt from FLSA protections; protections apply These are federal designations! Exempt – Exempt from overtime and other protections of the FLSA, i.e. employer does not have to pay overtime or award comp-time Nonexempt: Not exempt from FLSA protections, including overtime provisions, i.e. employer must pay overtime or award comp-time

These are state designations! Position Terminology Classified – (Temps & WOWN included) Clerical/Support positions Typically don’t require a degree Follow state pay plan; use state leave accruals, All are non-exempt Nonclassified: Professional positions Degree required Pay follows Division policies, maximum leave accruals Now some exempt and some non-exempt These are state designations!

Recent Changes in FLSA Changes Employer Options: Increased minimum salary for exempt designation from $23,660 to $47,476 per year Effective December 1, 2016; may be indexed every 3 years Employer Options: Raise salaries to the new threshold of $47,476 Must still meet duties test, OR Track hours worked for non-exempt employees

Division Implementation & Effects Employees with salaries < $47,476 will ALL now be eligible for overtime. Newly nonexempt include: Non- Classified Program Associates = Total 20 Non- Classified Program Technician = Total 24 Non- Classified Project/Program Specialists = 3 Classified Employees = 2 Faculty and County Agents continue to be exempt under educator exclusion

FLSA for Non-Exempt Employees All Hours Worked Must be Documented Timesheets & Banner Overtime All hours worked over 40 in a workweek are OVERTIME (Usually at 1 ½ time) Workweek is Sunday to Saturday State agencies may compensate in cash or by awarding compensatory time

Division Policy for Non-Exempt Employees Division Policy – PMGS 97-4 Preferred method for compensating overtime is by comp time Exception for grant-funded employees All Non-Exempt Employees Must Complete Division Timesheets Time-In, Time- Out (See Handout) Timesheets signed by employee and supervisor; kept for 3 years Overtime Overtime is not allowed, unless PRIOR APPROVAL is received from the supervisor Employees working unapproved overtime may be subject to disciplinary action, up to and including termination

Grant-Funded Positions Employees paid 50% or more from grant funds will be paid for overtime as soon as it is processed Usually 2 pay period lag PIs must budget and manage time accordingly

What is Considered Work? Use of electronic devices to do Extension work outside work hours, i.e. cell phones, iPad’s, e-mail Travel time during the normal work hours Traveling outside work hours, if you are driving Travel time during the employee’s normal work hours, even if on a Saturday or Sunday, if an overnight stay is involved Attendance at approved work-related meetings Rest periods, breaks of short duration Overnight Travel = If employee is away from home overnight, travel time during the employee’s normal work hours, even if the travel is on a Saturday or Sunday Not sleeping or eating

What is NOT Considered Work? Meal time as long as the employee is completely relieved from duty for the purposes of eating Travel outside of regular work hours if riding as a passenger via plane, train, boat, bus or automobile Sleeping if during overnight travel Normal commuting time to and from work

Trading Out Time Is Encouraged to Manage Time to 40 Hours Must Occur During the Same WORKWEEK Is Done at the Discretion of and approved by the Supervisor Is Done for BUSINESS Purposes Must be Accurately Reflected on the Timesheet

Extension Policy for Non-Exempt Employees Compensatory time must be used before annual leave or sick leave Must enter HOURS WORKED and LEAVE in BANNER Supervisors must sign all time sheets

Note: Beginning November 27th, time & leave reporting will no longer be tied to the pay period. We will report by workweeks, i.e. Sunday to Saturday!

New Time Sheet

New Time Sheet

Note: If an assistant is going to enter your time, you MUST provide him/her with a completed, signed timesheet!

Overtime Prior Approval Form

Link to Approval Form uaex.edu/links Overtime Approval Form

Not over 1 month Document need for overtime here.

Entering Time in BANNER

Entering Time in BANNER

Access Time/Leave Entry Screen

Select Time Period Always select top option with the current leave report period. Find your leave reporting history here.

New Features of Time Entry Screen Must also put in FLMA hours, it’s not listed on the screenshot but it will be added.

Sample Two-Week Time Period

Sample Two-Week Time Period

Documenting Overtime Authorization WEEK 2 Comments are required for hours over 40 in one workweek.

Documenting Overtime Authorization

Submit for Supervisor Approval

Leave & Comp Time Time is only earned and leave is only taken in 15 minute increments 15 mins = .25 in BANNER 30 mins = .50 in BANNER 45 mins = .75 in BANNER 1 hour = 1.00 in BANNER If hours are traded-out to avoid having more than 40, you have to trade in the SAME WORKWEEK! You cannot use any comp time earned until it is entered into your BANNER time records Comp time must be used before any annual or sick leave

Questions?