2. Agenda Fair Labor Standards Act (FLSA)
Division Implementation & Policies
What is Work
Timesheets
Overtime Authorization
Banner Time/Leave Approval
Your Role
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

3. 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

4. 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

5. 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!

6. 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

7. Division Implementation & Effects
Employees with salaries < $47,467 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

8. 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

9. 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

10. 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

11. What is Considered Work?
Use of electronic devices to do Extension work outside work hours, i.e. cell phones, iPad’s,
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

12. 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

13. Trading Out Time Is Encouraged to Manage Time to 40 Hours
Must Occur During the Same WORKWEEK
Must be Approved by the Supervisor
Is Done for BUSINESS Purposes
Must be Accurately Reflected on the Timesheet

14. 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

15. New Time Sheet

16. New Time Sheet

18. Note: If an assistant is going to enter your (or others’) time, they MUST have a completed, signed timesheet!

19. Overtime Prior Authorization Form

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

21. Not over 1 month
Document need for overtime here.

23. Approving Time in BANNER

24. Current Approval Screen

25. Approving Time in BANNER

26. Approving Time in BANNER

27. Select Appropriate Period

28. Approving Your Employees’ Time
Super Man is an exempt employee and only reports leave taken
16.00

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

30. Time Periods by Workweek
1st 40 Hour Week
2nd 40 Hour Week

31. Pre-Approval & Leave Warning
16.00

32. Pre-Approval & Leave Warning

33. Documenting Overtime
No “Comment”
16.00

34. Supervisor Adds Comment

35. Explain Lack of Pre-Approval

36. Now “Comments” Added
If there was no approval, please put in comments no preauthorization. Verbal warning? Then approve. Will still be paid. The comments made will be in report to executive team.
16.00

37. Leave & Comp Time Leave can only be 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

38. Note: Executive Team will receive quarterly reports of all overtime earned and associated approvals and/or comments.

39. Your Role as Supervisor
Manage overtime and ensure prior approval
Talk to your employees!
Manage schedules and trade-out within workweek, if possible
Carefully review the HOURS WORKED and LEAVE submitted in BANNER before you approve
Closely monitor time for grant-funded employees

40. Questions?