1. FLSA Employee Training
October 2016

2. FLSA – Overview
The Department of Labor has issues changes to the Fair Labor Standards Act in order to ensure that all employees are being paid at least minimum wage for the hours they work. Effective December 1, 2016 the minimum salary to be considered Exempt and ineligible for overtime is $47,476/year. Employees making less than that amount will be classified as non-exempt and will be paid overtime for hours worked in excess of 40 hours per week. **Teachers are exempt from this law and will still be classified as exempt and not eligible for overtime pay

3. What does this mean to me?
Classification change?
Approval for overtime in advance in writing
Pay week change (Sat-Friday) starting 11/26
that’s the week that overtime will apply
Importance of accurately keeping your time and recording it appropriately – Non exempt
Turn in your form to your supervisor
Next few slides – Summary and then the policy

4. Classification change
Great Circle employees who have been salaried and exempt but do not meet the new threshold of $47,476/year will be reclassified as non-exempt and will now need to track time. You may be reclassified as either an hourly non-exempt employee or a salaried non-exempt employee if you make under the $47,476. If you are already hourly and already enter your time, you may think you are not impacted by this change, however as you will see, new approvals are needed

5. Approval in advance
It is important that with these new changes, that we are able to document what is happening with our employees. There are multiple ways to do that, but here is Great Circle’s approach
Approval in advance in writing through an Manual Time Adjustment Form. This allows for a signature to provide documentation the supervisor knew the employee was going to work overtime
Gives the supervisor a chance to re-distribute work & adjust work schedules in order to reduce or remove the overtime
Budgets are impacted by this change and allows the supervisor to monitor closely.
Audits of the supervisor’s approval may take place for the MTA form
May increase the communications with your supervisor about the tasks that need to be completed and prioritizing those tasks to move to the next pay week

6. Keeping Time Accurately
Some employees will clock in and out under this program
(hourly non-exempt)
Other employees will accurately report their hours for the day
(salaried non-exempt)
Gina is going to talk to you more about how to enter the time.

7. Keep time appropriately and accurately
We need to have you record the time worked. If you were exempt and are now hourly, time worked is what needs to be recorded.
Example: Previously, John was exempt, and he would get to work, turn his computer on and look at a few s, go get a cup of coffee and make a personal phone call and then open up Credible on his computer.
Now: Hourly, John would first go get his coffee before turning on his computer and make his personal phone call before clocking into work.

8. Keep time accurately and appropriately
We want and need to pay you for the time you do work for Great Circle.
We may need to reprioritize things:
Example: Case manager who previously, as part of her job and her relationship building went to the client’s birthday party.
Now, if the case manager has already worked enough hours to push into overtime, the supervisor may need to be contacted or the party isn’t attended. This negative impact is what we expect but can’t afford to pay so planning ahead is a new impact.

9. Keep time appropriately and accurately
Another example:
Jennifer needs to schedule rooms for a meeting in two weeks. She notices she running close on her 40 hours. There are two options:
Complete an MTA form for her supervisor to sign
Schedule the meetings on the next pay week.
Again, the adjustment of priorities will likely just have her schedule the meetings first thing the next pay week after she clocks in.

10. Impact All employees continue to be paid biweekly
new pay week for Saturday to the following Friday
Supervisors who have never approved a timecard may now need to approve
Employees who have never entered time and been “on the clock” will now be required to enter their time worked into ADP
Employee/supervisor discuss how to shift the work, time, or wait on the project until the following pay week
Overtime paid where Great Circle has not paid overtime before
Training – you are here

11. Recognize Emergency Situations
In case of emergency and you need to respond to an urgent situation after hours you may be required to work fewer hours the remaining week so you do not go over the 40 hours per week. If you have already worked 40 hours and need to respond to an emergency situation you must contact your supervisor at the earliest opportunity to obtain approval for your time. If you are found to be regularly working overtime without prior approval you may be subject to disciplinary action.

12. The Overtime Policy
The FLSA (Fair Labor Standards Act) enacted regulation regarding overtime. As a result, it is critical that all employees are informed and follow the procedures outlined in this policy. Below are definitions that will help you understand the categories of employees.
Definitions
Hourly Non-exempt
An hourly non-exempt employee is paid hourly and any work over 40 hours in one work week (defined as 12:00 a.m. Saturday morning to 11:59:59 Friday) is considered overtime, which must be paid at one-and-a-half times the normal pay rate for that employee. Hourly non-exempt employees will be required to clock in and out. All non-exempt employees will attest that their hours are accurate by validating the hours in ADP’s time and attendance system reflects their total hours worked while engaged in company business.
Salaried Non-exempt
Salaried Non-Exempt employees are paid a set rate for the week but are also eligible for overtime. They must submit hours worked and attest in ADP that their hours are both accurate and reflect total hours worked while engaged in company business. For example, some departments may allow reporting of “8 hours worked.”
Exempt
Exempt employees are salaried employees who qualify under the duties test and who are not subject to overtime regulations. As a result they are not paid overtime.

13. Overtime Policy Cont. Overtime Policy
Great Circle does not allow Hourly and Salaried Non-exempt employees to work any overtime for Great Circle without the advanced, written permission of their supervisor.  This includes compensable phone calls, s, drive time to and from work sites, or any other business on behalf of Great Circle that takes place outside of the set work hours. 
Remember, you are not compensated for drive to your work location. However, if you are asked to drive between locations, your drive time is compensable. If you have questions about what is compensable under the Department of Labor, go to:
Some positions have an on-call component. If an employee is on-call, they are compensated only if contacted while on-call.
Any request for overtime must be submitted on a Manual Time Adjustment (MTA) Form in the Overtime Section, and the reason for the overtime must be included on the form.  It must be pre-approved by your supervisor.  This means employees are not to read or send s, accept phone calls or respond to work related texts at home or during time off without prior permission. 

14. Overtime Policy Cont.
Generally, all Great Circle work should be able to be accomplished during normal work hours, and anything that cannot be finished in that time should be handled the next work day.  If you do have to work a brief period of overtime without advanced permission (for example, in an unusual circumstance in the best interest of a client or in an emergency), you must contact your supervisor at the earliest possible opportunity to obtain approval for the overtime time (i.e., send an the day the overtime is expected or as soon as it is worked).  Employees who are regularly working overtime without prior approval may be subject to disciplinary action.
For employees paid on an hourly basis (Hourly and Salaried Non-exempt), all time worked in excess of 40 hours a work week is considered overtime and is computed at one and a half times the regular rate of pay.  Only time actually worked is considered in computing overtime pay. 
In calculating overtime pay, the 40 hour work week begins at 12:00 a.m. (midnight) Saturday morning and runs up to 11:59 pm Friday evening. Hours worked during the week or hours worked on Friday are not computed as overtime unless 40 hours has been completed for that work week.
Hourly and Salaried Non-exempt employees who, because of business reasons, have received approval to work longer than a regularly scheduled work day may be requested to leave work early or arrive late on another day in the same work week to stay within the 40 hour threshold in lieu of being paid overtime. 
Holiday, PTO, lunch breaks, personal appointments, and other time not working are not to be included as time worked in computing overtime.

15. Overtime Policy Cont.
Non-exempt employees must record hours worked. Overtime that is not pre-approved may result in disciplinary action. Non-exempt employees should clock in and out or record time in whole day increments (total hours worked) depending on your department’s process.  In the event the hourly Non-exempt employee is unable to clock in and out, or in the case of notification by the supervisor that a time punch did not record, the employee must document the time in and/or out on an MTA form. Time worked for the benefit of Great Circle should be recorded in full on your timecard.  If you are answering s, texts, phone calls on behalf of Great Circle, you should record all time worked through our time keeping system. When you submit your timecard, you are affirming you are submitting truthful hours and are attesting all hours recorded are accurate and appropriate. 
When on company time, employees must be present fulfilling job duties or providing services off-campus. Any fraudulent action will be basis for disciplinary action and/or termination.

16. Recording your Time for FLSA EMPLOYEE PRESENTATION
Gina Leimkuehler
Director of Accounting

17. Recording time worked……
In order to get everyone on task and ready for the FLSA (Fair Labor Standards Act) changes effective December 1, 2016….
All impacted employees will begin recording their hours worked effective on the pay period beginning, Sunday 10/16/16.
As many of you will be recording your time via the ADP Computer application, please make sure you have your ADP log in information and you have registered in ADP.

18. Self Service Registration Quick Reference
1. Begin by accessing the site Select Register Here under First Time User. Complete the following steps, clicking Next to continue: Enter your registration code: GCircle-ESS 2. Enter your name and personal information exactly as they exist in your Great Circle records. Note: We use Partial Social Security number, Birthdate, and Name 3. Create your password to log in to your ADP service. Passwords must be at least 8 characters long and contain at least 1 letter and 1 number. Passwords are case sensitive. Note: Your user ID is your first initial last (Example:

19. Self Service Registration Quick Reference
4. Select security questions and enter security answers to protect your account. Answers must be at least 2 alphanumeric characters long and are not case sensitive. Be sure to read the questions carefully and enter appropriate answers that you will remember later. Note: You will be required to respond with the exact answers to confirm that you are the owner of the account if you ever forget your user ID or password. 5. Enter your contact information to receive notifications from your company or ADP. The contact information you enter here may also be used to retrieve your forgotten user ID or password. Note: ADP will send an activation code to your address and/or phone numbers to confirm they belong to you. 6. Enter the activation code(s) you received from ADP for your address. By activating your address you receive a temporary password and/or your user ID by from ADP Note: You may need to wait longer for an activation code to arrive by . There can be a delay due to Internet traffic, your service provider, firewalls, etc.

20. ADP Etime – Time and Attendance Employee Training
Recording Time via ADP Web Software
Log into ADP via the ADP Portal workforcenow.adp.com
To access the Enterprise eTime screen select the Myself tab.
Choose the Time & Attendance heading and Click Time.

21. Your time card will come up in the screen
If you get the Welcome to ADP-Time & Attendance Gateway screen
Select the 3rd option: Time & Attendance Navigator Login then click SUBMIT
(If you do not select this option – you will not see all of the ADP functions needed to complete your tasks)
Your time card will come up in the screen

22. HOURLY EMPLOYEE – WEB TIME RECORDING
Click the Record Timestamp button - Click the Refresh button (This will put the time of your punch in your time card) You will perform this action for the following: * Starting your Shift * Ending your shift * Starting your Lunch Period * Leaving work for Personal reasons * Ending your Lunch Period

23. HOURLY EMPLOYEE – WEB TIME RECORDING
If you find that you have missed a punch (In, Out, lunch punches, etc.) Please fill out an MTA form, Sign the form and send to your Supervisor so they can adjust your time card ASAP.

24. SALARY-NON EXEMPT EMPLOYEE – WEB TIME RECORDING
Click in the Cell
Under the Pay Code Column
In the Appropriate Date line (corresponding with the day you worked)
Click on the Green & White sign

25. SALARY-NON EXEMPT EMPLOYEE – WEB TIME RECORDING
A pop up box will appear
In the Pay Code Drop Down
Choose Hours Worked
In the Amount (hh.mm)* Drop Down
Enter the hours worked for the day
Enter
Click OK

26. SALARY-NON EXEMPT EMPLOYEE – WEB TIME RECORDING
Recording your Lump Sum hours for Actual time worked
YOU NEED TO:
Converting Hours & Minutes to Hours & Decimals
The Conversion is Minutes Worked
Divided by 60
Examples:
10 min/60 = .17
23 min/60= .38
55 min/60= .92

27. SALARY-NON EXEMPT EMPLOYEE – WEB TIME RECORDING
Once you enter your hours for the day
Click the Refresh button then Save
This puts your hours into the time card
It will also accumulate hours for the pay week.
You can see your total hours and if you are approaching Overtime and will be needing to contact your supervisor for Overtime approval

28. SALARY-NON EXEMPT EMPLOYEE – WEB TIME RECORDING
If you find you have entered your hours incorrectly or on the wrong date. You can EDIT or DELETE your hours.
Click on the Cell where the incorrect hours are listed.
A pop up box will appear with the option of Edit, Delete, or Comment.
Choose the option you need and reenter the hours or delete the transaction.
Always remember SAVE

29. APPROVING YOUR TIME CARD Via the ADP WEB SOFTWARE
At the end of the pay period you will need to approve your time card, verifying that everything on your timecard is correct. Before you approve, make sure your supervisor has entered any adjustments you requested to your time card, then approve your time card. Your MUST approve your timecard in order for you to get paid.

30. APPROVING YOUR TIME CARD Via the ADP WEB SOFTWARE
Click on the More Button
Click Approve
A message will pop up that your time card has been approved.

31. ADP Etime – Time and Attendance Employee Training
Recording Time via Time Clock with your Employee Badge
HOURLY EMPLOYEE
TIME CLOCK RECORDING
Badge Scanner
To Clock In or Out– Slide your Badge through the badge scanner on the right hand side of the clock.
You will hear a beep
Your name will appear on the screen and a statement “Punch Accepted”

32. APPROVING YOUR TIME CARD
Via the TIME CLOCK
Click on the Blue Button Aside of Approve Timecard
The ENTER BADGE ID Screen below will come up
SCAN YOUR BADGE
This will enter your badge ID

33. APPROVING YOUR TIME CARD
Via the TIME CLOCK
You will be asked to SELECT TIME PERIOD
Select
Current Pay Period
By pushing the Blue button to the side.

34. APPROVING YOUR TIME CARD
Via the TIME CLOCK
You will get a screen that will show your punches for the pay period and if you scroll down using the arrows at the bottom of the screen you will see the totals for the pay period and the word APPROVE

35. APPROVING YOUR TIME CARD
Via the TIME CLOCK
To APPROVE your time card
Push the large button at the bottom right of the time clock
You will get a message “Timecard successfully approved”

36. ADP Etime – Time and Attendance Employee Training
COMING SOON….
Recording Time
via ADP Phone Application
~~~~~~~~~~~~~~~~
The app is currently available for viewing your pay statements

37. Summary Time Recording
Time entry “practice” starts Sunday, October 16th – Record your hours, approve your time card
Each time you APPROVE your timecard, you are attesting this information is accurate and appropriate
If you are Salary Non Exempt - record Lump Sum hours per day, keep your time worked to the minute and convert to decimals
These Slides and other Help aids will be posted on the training site.
Instructions to approve your time card will be posted by the time clocks
Mobile App can be used to view your pay statement. Time recording via the phone is coming soon

38. Questions
Remember complete and sign form and turn into your supervisor for this training. Please send questions to: Thank you so much for attending this session!

39. Questions
Q&A follow-up
Remember complete and sign form and turn into your supervisor for this training.
Thank you so much for attending this session!