flsa information session implementation of changes indiana university 2005 uhrs/flsa/index.html

FLSA Information Session

Implementation of ChangesIndiana University 2005

www.indiana.edu/~uhrs/flsa/index.html

2Indiana 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

3Indiana University

Categories of Professional Positions at IU PAE Exempt from Overtime PAO Overtime Eligible PAU Salaried Overtime Eligible

4Indiana 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

5Indiana 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

6Indiana 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

8Indiana 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

9Indiana University

PAO: Overtime Compensation Time and one-half Pay or Comp Time Department’s choice (must announce

before overtime is worked)

10Indiana 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


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


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)


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


PTO Usage PAE: No change

Full-day increments PAO and PAU: Actual time used Annual max usage limit: No change

240 or 288 hours


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


Carry Over PTO to New Year

No change 240 hours with less than 5 years

service 288 hours with 5 or more years

service


Terminal Pay

No change All PTO on books at end of last day


Recordkeeping PAE: No change PAO and PAU: See new timesheet


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.


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.


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.


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.


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


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


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.



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



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



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


Professional Staff Classifications

PAE PAO PAU

Polices PA Staff PA Staff PA Staff

Benefits PA Staff PA Staff PA Staff

Payroll cycle Monthly Monthly Monthly

Overtime eligibility

No 1½ times rate ½ times rate

Comp time eligibility

No 1½ times hours No

Recordkeeping Days worked Hours worked Hours worked


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 ChangesIndiana University 2005

www.indiana.edu/~uhrs/flsa/index.html

flsa information session implementation of changes indiana university 2005 uhrs/flsa/index.html

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