Time and Leave Keeping HR, JE, 10/16/13

Time and Leave Keeping HR, JE, 10/16/13

Part 1 The Fair Labor Standards Act

What is the FLSA? FLSA stands for the Fair Labor Standards Act of 1938 The Fair Labor Standards Act (FLSA) establishes minimum wage, overtime pay, recordkeeping, and child labor standards affecting full-time and part-time workers in the private sector and in Federal, State, and local governments. -Federal Department of Labor website Depending on their duties, employees are either: o Non-Exempt (the law applies to them) or o Exempt (Executive, Professional, Administrative, Computer, etc.).

What Does the FLSA Require? The FLSA holds that Non-Exempt employees are typically paid time-and-a-half if they work over 40 hours per week. Non-Exempt VPH employees are typically compensated with FLSA Comp time at the rate of 1.5 hours for each hour worked over 40 during a week. Overtime compensation is based on ACTUAL HOURS WORKED. Paid leave does not count toward hours worked. Holidays do not count toward hours worked.

Non-Exempt FLSA Overtime Examples 1 Day In To- Lunch Back- Lunch Out Hours Worked Monday 8:00 12:00 1:00 5:00 8 Tuesday 8:00 12:00 1:00 5:00 8 Wed. 8:00 12:00 1:00 5:00 8 Thursday 8:00 12:00 1:00 5:00 8 Friday 8:00 12:00 1:00 5:00 8 Standard: This week the employee worked 40 hours, used no PTO, and earned no comp time. PTO: This week the employee worked 32 hours and used 8 hours of PTO. Day In To- Lunch Back- Lunch Out Hours Worked Monday 8:00 12:00 1:00 5:00 8 Tuesday 8:00 12:00 1:00 5:00 8 Wed. 8:00 12:00 1:00 5:00 8 Thursday 8:00 12:00 1:00 5:00 8 Friday PTO 0

Non-Exempt FLSA Overtime Examples 2 Day In To- Lunch Back- Lunch Out Hours Worked Monday Holiday 0 Tuesday 8:00 12:00 1:00 5:00 8 Wed. 8:00 12:00 1:00 5:00 8 Thursday 8:00 12:00 1:00 5:00 8 Friday 8:00 12:00 1:00 5:00 8 Holiday: This week the employee worked 32 hours, and VPH afforded them an 8-hour holiday. The employee used no PTO and earned no comp time. (32 + 8 = 40) Comp time: This week the employee worked 44 hours, and earned 6 hours of timeand-a-half comp time. (44-40 = 4 4 x 1.5 = 6) Day In To- Lunch Back- Lunch Out Hours Worked Monday 8:00 12:00 1:00 5:00 8 Tuesday 8:00 12:00 1:00 7:00 10 Wed. 8:00 12:00 1:00 5:00 8 Thursday 8:00 12:00 1:00 7:00 10 Friday 8:00 12:00 1:00 5:00 8

Remember: FLSA and time-and-ahalf comp time only apply when non-exempt employees work more than 40 hours in a week.

Non-Exempt FLSA Overtime Examples 3 Day In To- Lunch Back- Lunch Out Hours Worked Monday Holiday 0 Tuesday 8:00 12:00 1:00 7:00 10 Wed. 8:00 12:00 1:00 7:00 10 Thursday 8:00 12:00 1:00 7:00 10 Friday 8:00 12:00 1:00 7:00 10 Holiday/Comp time: This week the employee worked 40 hours. Because of the 8-hour VPH holiday, only 32 work hours were required. The employee earned 8 hours of strait-time comp time. (40 32 = 8 8 x 1 = 8) PTO/Holiday: This employee had requested 8 hours of PTO. This week the employee worked 30 hours. Because of the 8-hour VPH holiday, only 32 work hours were required, so the employee only used 2 hours of PTO and earned no comp time. (32 30 = 2) Day In To- Lunch Back- Lunch Out Hours Worked Monday Holiday 0 Tuesday PTO 0 Wed. 8:00 12:00 1:00 7:00 10 Thursday 8:00 12:00 1:00 7:00 10 Friday 8:00 12:00 1:00 7:00 10

What Does the FLSA Require? At VPH scheduled overtime must be pre-approved by the supervisor. Non-Exempt employees must be compensated for overtime hours worked, whether or not the time has been approved. Non-exempt employees may face disciplinary action for working unapproved overtime. Supervisors should give Non-Exempt employees an uninterrupted lunch break away from their work station, or else pay the for their lunch time.

Common Timesheet Mistakes Earning time-and-a-half comp time in weeks with a holiday when they do not work more than 40 hours. Earning comp time in a week when they use less PTO than they requested. Working unauthorized overtime Not paying an employee for a lunch they work through Crediting comp time to exempt employees Keeping a negative leave balance/not docking an employee

Part 2 Timesheets

Employee Work Hours When an employee starts a new job at VPH, they and their supervisor complete the Schedule of Weekly Hours of Work The signed form goes to HR for their personnel file. VIEW POINT HEALTH SCHEDULE OF WEEKLY HOURS OF WORK Name Location or Program Your work week begins at a.m/p.m. on and ends at Time Day of week a.m./p.m. on. (Work week must total 7 full days). Time Day of week This work week period is used in the calculation of any compensatory or overtime earned. Your usual work schedule will be: Week 1 Week 2 Day of Week From To From To The Fair Labor Standards Act requires that all employees maintain complete and accurate records of time worked, unless they are by law exempt from its provisions. Your FLSA status is: Exempt ( ) Executive ( ) Professional ( ) Administrative (Time sheets not required; leave requests and any related documentation for absences are due to the supervisor on a timely basis) Non-exempt (Required to keep time sheets; earn time-and-one-half compensatory or overtime for any hours over 40 worked in a work week. By VPH policy, compensatory and overtime MUST be preauthorized by the supervisor or his/her designee) If you are FLSA non-exempt, it is your responsibility to keep your time records accurately and to turn in leave requests (and any related documentation) for absences. Weekly time records are due no later than a.m./p.m. on of each week to the following person: located. Name of supervisor or time/leave keeper (Location of supervisor or time/leave keeper I understand my responsibilities for maintaining accurate time and leave records and turning them in on time. I understand that failing to provide timely and accurate work records, making false statements of time worked, working unauthorized overtime, signing in or out for another employee, falsifying leave records or failing to follow leave procedures will result in disciplinary action up to and including dismissal. Employee s Signature: Supervisor s Signature Date Date

A signed time sheet is required for every work week for every nonexempt employee.

VPH Timesheet Forms VPH s intranet has 2 different timesheet forms: One for employees with less complex schedules. Another for employees who come and go more often. View Point Health WORK RECORD 2: NON-EXEMPT STAFF Name Location/Program # Scheduled work hrs./wk Work week began at a.m./p.m., on and ended at a.m/p.m. on View Point Health WORK RECORD 1: NON-EXEMPT STAFF Name Location/Program # Scheduled work hrs./wk Work week began at a.m./p.m., on and ended at a.m/p.m. on Date Time Started Out Meal Periods In Time Finished Actual Hrs/Min. Worked Leave Hrs. Taken* Total Hrs./ Day Comments Date Meal Periods (if any) Time Time Out In Out In Out In Finished Started Actual Hrs/Min. Worked Leave Hrs. Taken* Total Hrs./ Day Comments Total Hrs. for Week *Leave Taken (Attach approved leave request form unless previously submitted) Hours PTO Hours Comp. Time (Applicable staff only: Hrs. Annual Leave Hrs. Sick Leave Hrs. SL Reserve) Hours Holiday Leave Hours Other Leave: Actual date of holiday List type(s) of other leave The above is an accurate account of the hours I have worked for this work week. I understand that falsification of this work record may result in disciplinary action up to and including dismissal from employment. Date Signature of Employee ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- I have reviewed this work record. To the best of my knowledge, it is an accurate record of time worked. All leave periods are correctly documented. If the number of hours worked exceeds the scheduled number of hours, I approve overtime or compensatory time as follows: ( hours over 40 x 1.5)= FLSA Compensatory Time earned Hours straight time Compensatory Time earned ( hours over 40 x 1.5)= FLSA Overtime earned Hours straight time Overtime earned Charge overtime payment to RU# Date Signature of Supervisor Total Hrs. for Week *Leave Taken (Attach approved leave request form unless previously submitted) Hours PTO Hours Comp. Time (Applicable staff only: Hrs. Annual Leave Hrs. Sick Leave Hrs. SL Reserve) Hours Holiday Leave Hours Other Leave: Actual date of holiday List type(s) of other leave The above is an accurate account of the hours I have worked for this work week. I understand that falsification of this work record may result in disciplinary action up to and including dismissal from employment. Signature of Employee Date I have reviewed this work record. To the best of my knowledge, it is an accurate record of time worked. All leave periods are correctly documented. If the number of hours worked exceeds the scheduled number of hours, I approve overtime or compensatory time as follows: ( hours over 40 x 1.5)= FLSA Compensatory Time earned Hours straight time Compensatory Time earned ( hours over 40 x 1.5)= FLSA Overtime earned Hours straight time Overtime earned Charge overtime payment to RU# Date Signature of Supervisor

Part 3 Registration for Employee Self Service (and Online Leave)

Registering for ESS You must register for ESS at http://vphapp/suite/account/register Enter your VPH email address in all lower case.

Registering for ESS Next you ll receive an email from ESS and need to click on the included link. From: optimum.admin@vphealth.org [mailto:optimum.admin@vphealth.org] Sent: Monday, December 03, 2012 9:18 AM To: Subject: Welcome to Optimum Employee Self Service Welcome to Optimum Employee Self Service! Since this is your first use of Employee Self Service, we need you to verify your email address. Click the link below or copy and paste it into your browser. http://vphapp/suite/account/verify?h=... Follow the emailed link to continue registration.

Registering for ESS Follow the instructions to set up your ESS login. Keep track of your password!

Registering for ESS Seeing this screen means you ve registered successfully!

Part 4 Requesting Leave

Requesting Leave Request leave by following the ESS link on your browser.

Requesting Leave Enter the username and password you set up during registration.

Requesting Leave Select Leave Request from your drop-down menu.

Requesting Leave So far your leave request summary shows no requests submitted.

Requesting Leave Complete this form for each day you are requesting off. Make sure you use this format for the amount of time you request. (Four and a half hours would be 04.30)

Part 5 Acting on Leave Requests

Acting on Leave Requests Now let s see how a supervisor acts on a leave request.

Acting on Leave Requests Select Work with Leave from your drop-down menu.

Acting on Leave Requests Select the RU with your employees.

Acting on Leave Requests Optimum doesn t let you know when a request has been submitted, so you may need to check your RUs every so often.

Acting on Leave Requests The pink tells you that employee has a leave request pending.

Acting on Leave Requests This summary is blank until a leave request has been acted on for this employee.

Acting on Leave Requests This summary shows outstanding leave requests by this employee.

Acting on Leave Requests If you have scheduling questions beyond these details, ask the employee.

Acting on Leave Requests Approved requests become a payroll timecard. Any changes (expected vs. actual hours used) must be made in the timecard screens.

Part 6 Adjusting Approved Leave

Adjusting Approved Leave Here s how you enter an adjustment if the requested hours don t turn out to be the actual hours used.

Adjusting Approved Leave Select the RU with the employee you are editing.

Adjusting Approved Leave Select the correct week and click View Timecards next to the correct employee.

Adjusting Approved Leave Click Edit Timecard next to the request you want to adjust.

Adjusting Approved Leave Here s the screen where you change the number of hours used. Make sure you use this format for the amount of time used. (Four and a half hours would be 04.30)

Adjusting Approved Leave Here s how you change the number of hours used.

Adjusting Approved Leave Now the summary for that employee reflects the adjusted time.

Adjusting Approved Leave You ve successfully adjusted Optimum to reflect the actual hours used.

Part 7 Entering Unanticipated Leave

Entering Unanticipated Leave An employee needed to use leave they didn t anticipate, and you approve. Log into ESS and select Leave Request under the Manger menu.

Entering Unanticipated Leave Enter the employee s ID in the box and click Go.

Entering Unanticipated Leave Click Create Leave.

Entering Unanticipated Leave Fill in the date, type, length, and reason for the leave. Make sure you use this format for the amount of time used. (Four and a half hours would be 04.50)

Entering Unanticipated Leave After filling in the blanks, click OK. If you enter multiple days, the Hours you enter will be duplicated for each day. (Here 8 hours for 3 days, 24 hours total.)

Approving Unanticipated Leave Now follow the Acting on Leave Requests process, documented beginning on slide 26.

Part 8 Error Screens

Error Screens If you get an error screen like this one, just try the steps again.

Do you have any Questions? Randy Johnson 678-209-2366 Randy.Johnson@vphealth.org Derek Singleton 678-209-2355 Derek.Singleton@vphealth.org

Pop Quiz 1. What does FLSA stand for? 2. Under the FLSA, overtime compensation applies to what type of employee? 3. At VPH what do we typically give Non-Exempt employees to compensate them for overtime hours worked? 4. If a non-exempt employee works 42 hours in a week, how much comp time do they earn? 5. If a non-exempt employee works 36 hours in a week with a VPH holiday, how much comp time do they earn? 6. What system do employees use to request and approve leave?