FLSA Training October 2016.

FLSA Training October 2016

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

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

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

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

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.

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.

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.

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.

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

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.

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.

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.

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.

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.

Supervisors Please communicate with your staff:
This is a regulation change based on Federal Law, not a Great Circle initiative The spirit of the change is to protect employees time and make sure they are paid appropriately for their hours worked We realize this may cause headaches and inconvenience for you to track your time Talk to employees as this is not a demotion; we must stay in compliance with the regulation It is not okay for your staff to forfeit overtime/work additional hours without tracking them. Make sure you are not expecting that of them or implying that they are required to work overtime unless you are paying them. If you know they are working and know they are not recording time, the employee can also document the fact that you knew. Protect yourself by having them record accurate time. Great Circle approved training

Recording your Time for FLSA
Gina Leimkuehler Director of Accounting

ADP Time and Attendance SUPERVISOR TRAINING Recording Time Worked and Approving Time Paid of Employees Gina Leimkuehler Director of Accounting

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. All employees will be asked to approve their timecard

ADP Time and Attendance Supervisor Training
IF YOU ARE A SUPERVISOR WHO NEEDS TO RECORD THEIR TIME 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.

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 & Attendance screen will then appear

SALARY-NON EXEMPT EMPLOYEE – WEB TIME RECORDING
ADP Time and Attendance Supervisor Training 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

ADP Time and Attendance Supervisor Training 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

ADP Time and Attendance Supervisor Training 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

ADP Time and Attendance Supervisor Training 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

ADP Time and Attendance Supervisor Training 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

HOURLY EMPLOYEE – WEB TIME RECORDING
ADP Time and Attendance Supervisor Training 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

APPROVING YOUR TIME CARD Via the ADP WEB SOFTWARE
ADP Time and Attendance Supervisor Training 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.

APPROVING YOUR TIME CARD Via the ADP WEB SOFTWARE
ADP Time and Attendance Supervisor Training 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.

HOURLY EMPLOYEE - TIME CLOCK RECORDING Recording Time via Time Clock with your Employee Badge 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”

APPROVING YOUR TIME CARD
ADP Time and Attendance Supervisor Training APPROVING YOUR TIME CARD Via the TIME CLOCK The ENTER BADGE ID Screen below will come up SCAN YOUR BADGE This will enter your badge ID Click on the Blue Button Aside of Approve Timecard

ADP Time and Attendance Supervisor Training 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.

ADP Time and Attendance Supervisor Training 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

ADP Time and Attendance Supervisor Training 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”

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.

COMING SOON…. Recording Time via ADP Phone Application ~~~~~~~~~~~~~~~~ The app is currently available for viewing your pay statements

In Summary 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

REVIEWING EMPLOYEES TIMECARDS APPROVING & SIGNING OFF EMPLOYEE TIME

REVIEWING TIME CARDS – APPROVING AND SIGN OFF To access the Enterprise eTime screen select the My Team tab. Choose the Time & Attendance heading and Click Time.

There are 3 tabs under “Daily Tasks” (This is the normal Home Page) On – Premise Check: You can check what staff members have clocked in. Reconcile Timecards: This is the main screen that will come up when opening T & A. From this view you can check to see any employees have any Absences or Missed Punches. See if your employees have approved their time cards. See if you have approved and signed off on your Payroll group. Check Overtime: This screen tracks a great deal of valuable information. Employee, Primary Labor Account, Pay Role, Various types of Hours, and more. SHOW: “All Home” will be all of your employees… If you oversee managers who supervise employees, you can use the drop down to choose each of your management staff’s name to see their employees. TIME PERIOD: Current Pay Period or Previous Pay Period. Always be aware of what time period you are in

ON PREMISE CHECK TAB As you can see by the headings the following information is available Who is clocked in by the Check mark in the On Premise Column If there hours are Unscheduled (THIS ONLY WORKS IF YOU USE A SCHEDULE) Employee’s cell number from ADP is listed so you can use this to contact them if they are not clocked in.

RECONCILE TIMECARDS This is the default screen you will see when opening up Time and Attendance As you can see by the headings above the following information is available: If you employees have approved their time card. If you have approved and signed off of your group. The most important thing to view when approving your group is to make sure you do not have anyone with missed punches, if so correct. Payroll cannot be processed if you have outstanding missed punches. You also want to look at Unscheduled Hours - this could mean a variety of things: there is no schedule, employees are working outside their normal schedule, and Salaried Exempt employees have punches on their timecard, (i.e., second jobs).

RECONCILE TIMECARDS TAB Maneuvering through the Reconcile Time Card Screen You can scroll through all of your employees without having to go in and out of each individual timecard or schedule. Select Action>Select All – all of your employees will be highlighted. (Right click mouse – on the highlighted area)> choose Timecard or Schedule. You can page through each employee’s time card to review and adjust if needed. A B C

CHECK OVERTIME TAB As you can see from the headings below, for each employee you can see all of their hour types, Regular, PTO, OT and Total Hours Paid. You can view this screen throughout the week, to see the total hours your employees have and if they are approaching OT.

APPROVING & SIGNING OFF PAYROLL Your Payroll Group needs to be approved and signed off by 10AM the Monday following the end of the pay period. It is very important for you to follow this deadline, as we have to adhere to a time line allowing ADP to process our payroll, make our Federal Tax deposits and get YOUR direct deposit to the banks to get them in your account by the Friday pay day. When approving payroll, please make sure you do the following: Review your group for MISSED PUNCHES and correct them. (SEE INSTRUCTIONS ABOVE Make sure you have approved all PTO and it is in the employees’ time cards. If you have Salaried (Exempt) employees, Make sure they do not have any punches or hours in their time card; this will cancel their automatic Salary. If they are taking time off without pay, enter TIME OFF with NO PAY in the time card. Make sure you have approved and reviewed employees that are on Leave of Absence and you have entered FMLA-PTO or UNPAID TIME OFF in their time card. APPROVE and SIGN OFF your Payroll Group.

APPROVING & SIGNING OFF PAYROLL Missed Punches Payroll cannot be processed if your employees have outstanding missed punches. As you saw above; Missed Punches are a column on the Reconcile Timecard Screen and notated with a Check mark. From Summary…

APPROVING & SIGNING OFF PAYROLL Missed Punches When you open the Employee’s timecard you will see the missed punch as a Red Block You need to key in the missing punch, by clicking in the red box and inserting the missed punch time. You do not need to enter the colon (:) You can enter the time as 900a for 9:00AM or enter it as 1015p for 10:15PM SAVE and it will fix the hours. If there are multiple missed punches; you need to fix one punch at a time and hit SAVE and it will recalculate the hours…then fix the next missed punch. From Employee Time Card…

APPROVING & SIGNING OFF PAYROLL Employees on Leave of Absence or Recently Terminated If you have employees on Leave of Absence or recently terminated, these employees still need to be approved and signed off. You will find these employees in the All Inactive & Terminated Group

APPROVING & SIGNING OFF PAYROLL Employees on Leave of Absence or Recently Terminated Enter any PTO-FMLA or PTO hours for the employee, if applicable Enter TimeOffNoPay if the employee is not to be paid

APPROVING & SIGNING OFF PAYROLL To Approve & Sign Off your Payroll Group Make sure you select Previous Pay Period Select Action>Select All – all of your employees will be highlighted

APPROVING & SIGNING OFF PAYROLL To Approve & Sign Off your Payroll Group (Right click mouse – on the highlighted area)> choose Timecard or Schedule Scroll through all of your employees Approve and Sign Off each employee

Schedules: If you would like more information with the Schedules in Time & Attendance. Contact Gina and we will set up a time to review with you and your team. Please send questions to: Remember complete and sign form and turn into your supervisor for this training. Thank you so much for attending this session!

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!

FLSA Training October 2016.

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