Fair Labor Standards and New Federal Overtime Regulations

Transcription

1 Fair Labor Standards and New Federal Overtime Regulations Mark Bachmeier, Director, Human Resources Training for Supervisors November, 2016

2 Session Goals: 1. To help you understand essential fair labor standards principles and rules. 2. To help you understand updated Department of Labor regulations related to overtime exemptions and implications for our campus. 3. To help you understand your role as a supervisor in helping us attain full compliance with fair labor standards rules, including new regulatory changes.

3 Fair Labor Standards Act of 1938 Immigration Growth of Cities Industrialization/Manufacturing Organized Labor Movement Great Depression New Deal Response to oppressive child labor, starvation wages and intolerable work hours (FDR)

4 Fair Labor Standards Act of 1938 Fair Labor Standards Act (FLSA) Established: Minimum Wage Maximum Workweek (Overtime) Record-Keeping Requirements Child-Labor Laws Does Not Require Paid Time Off

5 Minimum Wage Federal Minimum Hourly Rate of Pay: 1938: $0.25 ($4.15 in 2014 dollars) 1956: $1.00 ($8.61) 1968: $1.60 ($10.75) 1974: $2.00 ($9.49) 1980: $3.10 ($8.80) 1991: $4.25 ($7.30) 1997: $5.15 ($7.51) 2008: $6.55 ($7.12) 2009: $7.25 ($7.80)

6 Maximum Workweek 40 Hour Workweek Workweek = 7 Consecutive 24 Hour Periods Established by Employer May Differ within Organizations, Based on Business Need Must be Fixed/Recurring Allowable Exceptions to 40 Hour Workweek: Law Enforcement and Fire Protection Healthcare Workers

7 Overtime Pay Premium Pay for Hours Over 40 in Any Workweek 1.5 Times Regular Hourly Rate Each Workweek Stands Alone Paid Time Off Hours Do Not Count All Hours Worked for the Same Employer Count Together Weighted Average for Multiple Rates of Pay Compensatory Time Allowed in Public Employment Only

8 Compensatory Time Paid Time Off in Lieu of Cash Overtime (Recommended Method) 1.5 Hours Awarded for Each Overtime Hour Worked Maximum Allowable Accrual is 240 Hours Must Be Used Before Vacation Must Be Used Within 12 Months or Cashed Out Cashed Out Upon Separation from Employment Illegal in Private Employment

9 Regular Hourly Rate Total Pay Divided by Hours Worked Regular Hourly Rate Includes: Wages Commissions Non-Discretionary Bonus Payments Value of Certain Goods or Facilities (e.g., Room and Board) Shift Differentials

10 Regular Hourly Rate Regular Hourly Rate Does Not Include: Premium Pay for Working Weekends or Holidays Discretionary Bonus Payments Gifts Payments for Not Working (e.g., Sick Leave, Vacation) Expense Reimbursements Value of Benefits

11 FLSA Record Keeping Requirements Employers Must Maintain, for Every Covered Employee: Name, Address, SSN, Birth Date (if under 19), Gender, Occupation Applicable Workweek (beginning and ending days/times) Hours Worked by Day and Workweek Basis of Pay (e.g., hourly or weekly rate) Detailed Record of Pay, Including All Calculations and Deductions Pay Dates and Pay Period Dates Payroll Records Must Be Maintained for at Least Three Years

12 FLSA Exemptions The FLSA provides exemptions from the minimum wage, overtime and certain record-keeping requirements for employees in positions meeting specific criteria. Generally, these criteria involve a defined duties test, payment on a salary basis, and a minimum weekly salary amount. Generally, exempt employees are paid a fixed amount without regard to hours of work. They are not entitled to overtime and pay may not be reduced for working less than 40 hours in a workweek (except under limited circumstances).

13 FLSA Exemptions FLSA Exemptions Include: Executive Administrative Professional Computer Employee Outside Sales Highly Compensated Employee

14 Executive Exemption Criteria Paid on salary basis at a rate of not less than $455 per week; Primary duty is managing enterprise or recognized department or subdivision of the enterprise; Customarily and regularly direct the work of at least two other full-time employees, or equivalent; and Ability to hire and fire other employees or recommendations regarding personnel decisions are given particular weight.

15 Administrative Exemption Criteria Paid on salary basis at a rate of not less than $455 per week; Primary duty is performance of office or non-manual work directly related to the management or general business operations of the employer or the employer s customers; and Primary duty includes the exercise of discretion and independent judgment with regard to matters of significance.

16 Professional Exemption Criteria Learned Professional: Paid on salary basis at a rate of not less than $455 per week; Primary duty is performance of work requiring advanced knowledge, defined as work which is predominantly intellectual in character and which includes work requiring the consistent exercise of discretion and judgment; Advanced knowledge must be in a field of science or learning; and Advanced knowledge must be customarily acquired by a prolonged course of specialized intellectual instruction.

17 Professional Exemption Criteria Creative Professional: Paid on salary basis at a rate of not less than $455 per week; and Primary duty is performance of work requiring invention, imagination, originality or talent in a recognized field of artistic or creative endeavor.

18 Computer Employee Exemption Criteria Paid on salary basis at a rate of not less than $455 per week or an hourly rate not less than $27.63; and Employed as a computer systems analyst, computer programmer, software engineer or other similarly skilled worker in the computer field.

19 Other Exemption Criteria Outside Sales Exemption: Primary duty is making sales or obtaining orders or contracts for services or for the use of facilities; and Customarily and regularly engaged away from the employer s place or places of business. Highly Compensated Employee Exemption: Perform office or non-manual work and paid total annual compensation of $100,000; and Perform at least one of the duties of an exempt executive, administrative or professional employee.

20 New Regulations The Federal Department of Labor (DOL) finalized amendments to its FLSA overtime regulations in 2016: Increased minimum weekly salary required for exemptions from $455 ($23,660 annually) to $913 ($47,476 annually). Increased required annual salary for highly compensated employee exemption to $134,004. These new salary minimums are based on benchmarks and will be updated automatically every three years. Duties criteria for exemptions were not changed. All covered employers must be compliant by December 1, 2016.

21 Implications for Our Campus We have approximately 150 employees currently exempt from overtime who earn less than the new salary minimum. A large majority (74%) of these are EHRA employees. While we will employ various strategies to ensure full compliance, some currently exempt employees will become subject to overtime and paid on an hourly basis. SHRA/EHRA versus FLSA Exempt/Non-Exempt Operational challenges timekeeping and payroll processes

22 Implementation Process Campus Assessment of Affected Areas and Positions Work with UNC System Workgroups on Interpretations and Implementation Guidance Campus Work Group Reviewing Operational Issues Work with Divisional and Departmental Leadership to Determine Appropriate Position-Specific Strategies Updates to Campus Leadership Discuss Changes with Affected Employees

23 Hours of Work What Constitutes Compensable Work Time? FLSA: Employ means to suffer or permit to work Requiring or allowing work to be performed Productive work from which the employer derives benefit Employers may not benefit from labor without paying for it

24 Off the Clock Voluntarily Working Outside of Regular Hours Examples: Coming in Early or Staying Late Taking Work Home Work-Related ing, Texting or Phone Calls Knowledge of Employer? Volunteering Versus Working Cannot Waive FLSA Rights

25 Meeting and Training Time To be unpaid, four conditions must be met: 1. Attendance must be completely voluntary; 2. Must occur outside of the employee s regular work hours; 3. Must be unrelated to the employee s job; and 4. Employee may not perform any productive work

26 Travel Time Home to Work: Not Work Time All in a Day s Work (e.g., job site to job site): Work Time Special One-Day Assignments: Work Time Travel Away from Home (overnight): During Regular Work Hours, Including Non-Work Days: Work Time Outside of Regular Work Hours as a Passenger: Not Work Time Outside of Regular Work Hours as a Driver: Work Time

27 Breaks and Meal Periods Breaks and Meal Periods are not required by the FLSA. If offered, short rest breaks must be paid breaks. Meal periods are not work time, if: The employee is completely relieved of all duties for at least 30 uninterrupted minutes. If any productive work is performed during the meal period, the entire period must be considered work time. Employees eating at their work station?

28 On-Call Time Engaged to Wait Versus Waiting to Be Engaged If required to remain on the employer s premises, on-call time is work time. On-call time at home but available to be called in is not work time.

29 Risks of Non-Compliance with FLSA DOL Investigations and Audits Backpay of Unpaid Wages/Overtime (2-3 years) Liquidated Damages (e.g., double damages) Civil Penalties Criminal Penalties Lowest Risk Approach to New Regulations

30 FLSA Versus State Labor Laws In Most Respects, States Mirror FLSA State Laws May Cover Employees Not Covered by FLSA States May Include Additional Provisions Where FLSA and State Laws Differ, the More Stringent Standard Applies Most Beneficial to the Worker

31 Supervisor Responsibilities Manage Work Hours and Overtime Communicate Work Time Rules to Employees Address Employee Non-Compliance Ensure Accurate Reporting of Hours for Payroll Manage Employee Use of Accrued Compensatory Time Report FLSA Compliance Concerns to HR or OGC When in Doubt, Seek Assistance

32 In Closing... Questions? Comments? Thank you!