FLSA Information Session Implementation of Changes Indiana University

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

3 Indiana University Categories of Professional Positions at IU PAEExempt from Overtime PAO Overtime Eligible PAU Salaried Overtime Eligible

4 Indiana University PAE: Exempt from Overtime 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

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

6 Indiana University PAU: Salaried Overtime Eligible 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

Overtime

8 Indiana University Definitions 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

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

10 Indiana University PAO: Compensatory Time Off 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

11 Indiana University Overtime Points of Interest 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

12 Indiana University Non-union Support and Service Staff Comp time accumulation limit raised to 80 hours Pay only option when accumulation limit is reached until accumulation drops below limit A department can pay off comp time at any point All comp time must be used before going into a no-pay status

Paid Time Off (PTO)

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

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

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

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

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

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

20 Indiana University PTO Points of Interest Earned at end of last workday of month Not earned when in no-pay status Must use all PTO up to annual limits before going into no-pay status Also applies to vacation time for non-union Support and Service staff PAE can charge partial day absences to PTO for FMLA and Workers’ Compensation

Travel Time The following travel provisions also apply to non-union Support and Service Staff.

22 Indiana University Travel Time 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  Travel time outside normal work hours that exceeds the normal commute time to and from work is work time.

23 Indiana University Overnight Travel Counts as work time 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.

24 Indiana University Overnight Travel Does not count as work time 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.

Off-campus Work The following off-campus work provisions also apply to non-union Support and Service Staff.

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

27 Indiana University Off-campus Work Conferences 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.

Policies Applicable to All Professional Staff

29 Indiana University Policies Applicable to All Professional Staff Adverse Weather No Change Staff who are required to work during adverse weather do not receive any additional pay or time off. Call Back No change Staff do not receive any premium pay for additional trips back to work. Change PAO receive pay for the actual time worked, and the hours worked will count in determining if overtime has been worked for the week.

30 Indiana University Policies Applicable to All Professional Staff Holidays No Change Same 9 Holidays, each eight hours, prorated by FTE; receive equivalent time off when a holiday is worked New-employee Evaluation Period No change Serve an evaluation period of 6 months Overtime Change PAO and PAU eligible for overtime compensation and require recordkeeping using new timesheet

31 Indiana University Policies Applicable to All Professional Staff PTO No Change Accruals, adding sick time, carry over of PTO, and terminal pay provisions remain the same Change Usage and recordkeeping rules for PTO and sick time for PAO and PAU Schedule Change No Change Professional staff do not receive any additional pay when a change in work schedule occurs

32 Indiana University Policies Applicable to All Professional Staff Seniority Date/Service Credit No Change All Professional positions (PAE, PAO, PAU) in a department are in the same occupational unit Work Hours (Travel) Change PAO eligible to count certain travel time as work time; certain off-campus work activities count as work time

33 Indiana University Professional Staff Classifications PAEPAOPAU PolicesPA Staff BenefitsPA Staff Payroll cycleMonthly Overtime eligibilityNo1½ times rate½ times rate Comp time eligibility No1½ times hoursNo RecordkeepingDays workedHours worked

34 Indiana University Personnel Policies Applicable to Union- represented Staff Are Not Changing For current language, see policies in the personnel policy manual for each union group Overtime -- Comp Time Work Schedule -- Travel

FLSA Information Session Implementation of Changes Indiana University