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Leave Representative Training

Leave Representative Training. Presented By: Lynett Cruise & Kate Meserve Personnel Services Monday, November 24, 2003. Agenda. Welcome and Introductions Fair Labor Standards Act Leave Abbreviations/Definitions Leave Manual Leave and Hours Worked Report

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Leave Representative Training

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  1. Leave Representative Training Presented By: Lynett Cruise & Kate Meserve Personnel Services Monday, November 24, 2003

  2. Agenda • Welcome and Introductions • Fair Labor Standards Act • Leave Abbreviations/Definitions • Leave Manual • Leave and Hours Worked Report • Leave Entry into Web System • Leave Production Reports • Leave Reporting Hints • Open Discussion/Questions

  3. Fair Labor Standards Act • Establishes Minimum Wage • Provides for Overtime Pay • Identifies Record-keeping Requirements

  4. FLSA • Two Pay Classifications • Exempt • Non-Exempt

  5. Overtime • Non-exempt employees are eligible to work overtime • must physically work more than 40 hours in a work week • Overtime = Time and one-half (pay or compensatory time) • Tech Work week is Saturday 12:01am – Friday 12:00am • Supervisor’s approval required in advance to: • work overtime • use overtime leave

  6. Record-Keeping Requirements • All employees • Identifying information • Day and time work week begins/ends • Amount and date of total wages paid • Non-exempt employees • Regular hourly rate • Hours worked each work day • Total straight time and overtime due

  7. Documentation at Tech • Leave and Hours Worked Report • Non-exempt • Online Leave Report • Non-exempt and Exempt • Leave Entry Period • 10th – 16th of each month

  8. Leave Codes

  9. ADM =Administrative This code is used for jury duty, summons to court or interviews at other state agencies. Documentation (copy of summons or subpoena) must be attached to leave report and retained in department files.

  10. A = Annual Used This code is used to reflect employee’s annual leave usage. Example: An employee goes on vacation for a week. The employee puts 8A into the Leave system on each day they were off from work.

  11. Annual Leave Accrual for Classified Employees

  12. Annual Leave Accrual for Full-Time CY Faculty

  13. AC = Authorized Closings This code is used when the university is closed due to inclement weather, football games, or other factors that may cause university activities to be suspended. This can be full or partial days. Example: The university is closed January 10th due to an ice storm.

  14. ACW = Authorized Closing Worked • This code is used when an employee is required to work during an Authorized Closing. • Essential or emergency personnel • Compensatory leave – expires after 1 year • If a non-emergency employee works, they will not get compensatory leave.

  15. ACU = Authorized Closing Used This code is used when an employee has earned hours by working during an Authorized Closing. Example: An employee takes 6 hours off January 20th for hours they worked when the university was closed due to inclement weather.

  16. CS = Community Service Provides classified employees up to 16 hours leave each calendar year for service within their communities.

  17. CS = Community Service “Hands-on” community service such as: • Volunteer fire departments or local charities • Volunteer for public school activities • To attend school functions for your children • Cannot be carried forward from one leave year to the next, or paid out at separation

  18. Compensatory Leave Holidays • New Year’s Day - January 1 • Lee-Jackson Day - Friday before Third Monday in January • Martin Luther King, Jr. Day - Third Monday in January • President’s Day - Third Monday in February • Memorial Day - Last Monday in May • Independence Day - July 4 • Labor Day - First Monday in September • Columbus Day - Second Monday in October • Veteran’s Day - November 11 • Thanksgiving Day - Fourth Thursday in November • Friday after Thanksgiving Day • Christmas Day - December 25 • Other days as designated by the Governor

  19. H = Holiday Used This code is used by employees taking a holiday on the date it occurs. Example: An employee is off work on July 4th.

  20. W = Holiday Worked This code is used when an employee works during a holiday. If the employee does not work the holiday, the leave code needs to be changed from “W” to “H”. The employee has until the holiday occurs again to use it, otherwise it will expire.

  21. C = Compensatory This code is used by employees who had worked a holiday previously and took time off at a later date. Example: An employee works Labor Day and uses compensatory leave to take October 1 off from work instead.

  22. MIL = Military This code is used for employees who are in the National Guard or Reserves, or are Military Retirees who are called to active duty. These employees are allowed 15 days in a Federal fiscal year (October 1-September 30).

  23. OTE = Overtime Earned • This code is used when a non-exempt employee earns overtime compensatory leave for hours worked. • Accumulated to a maximum of 240 hours • May be carried over from year to year • Overtime leave must be multiplied by 1.5 before entering into the leave system.

  24. Overtime Example An employee works 45 hours in a workweek. They have earned 5 hours of overtime leave calculated at the rate of 1.5 regular time. How many hours of compensatory overtime have they earned? Overtime leave earned is 7.5 OTE. (5 hours overtime x 1.5 = 7.5)

  25. OTC = Overtime Compensatory Used This code is used when an employee wants to use overtime hours that they have earned. Example: An employee wants to take a day off and uses overtime hours instead of annual leave.

  26. STOT = Straight-Time OvertimeCompensatory Earned This code is used when an employee earns straight-time overtime (hour-for-hour) for working over their normal work schedule. Must be used within one year

  27. STOT Example 1 Monday Work 11 hours Tuesday Work 8 hours Wednesday Holiday (8 hours) Thursday Work 8 hours Friday Work 8 hours How many STOT hours? 3 STOT hours

  28. STOT Example 2 Monday Work 11 hours Tuesday Work 8 hours Wednesday 8 hours Annual Leave Thursday Work 8 hours Friday Work 8 hours 43hours How can hours be adjusted to equal a 40 hour work week? Reduce annual leave to 5 hours.

  29. SOTU = Straight-Time Overtime Compensatory Used This code is used when an employee wants to use straight-time overtime hours that they have earned.

  30. Employed prior to 1/1/99 Earn 5 hours each pay period Carries over from year to year 48 hours of balance per year for family sickness Limited to 24 hours for each event or illness Comes off sick leave balance No short-term disability Must apply for long-term disability Employed after 1/1/99 Receive 64+ hours of personal sick per year No carry over from year to year 33% for family sickness if approved for FMLA Receive 32+ hours of family personal per year Includes short-term disability Includes long-term disability Includes long-term care insurance Old Sick Leave Plan vs. VSDP

  31. Old Sick Leave PlanS = Sick Used This code is used when an employee is off from work because of sickness or doctor’s appointments.

  32. Old Sick Leave PlanFS = Family Sick • This code is to be used when employees are off with a family member who is ill. • FS is credited on January 10th of each year • Classified staff are credited with 48 hours • Faculty are credited with 80 hours • This is not additional sick leave - Family sick leave comes off of the employee’s sick leave balance.

  33. Old Sick Leave PlanFS = Family Sick Example: An employee is off work with a sick child. The employee would put 8FS on the date they were off work.

  34. VSDPPS = Personal Sick Used This code is used when an employee is off work for personal sickness or doctor’s appointment.

  35. VSDP FP = Family Personal Used This code is used when an employee is off work for an illness of a family member or they need to take care of personal business.

  36. VSDP - Full-Time Employees

  37. VSDP =Virginia Sickness Disability Program This code is used when an employee is on short-term disability provided by VSDP and approved by CORE. Example: Jane Doe has surgery and CORE has approved her short-term disability.

  38. VSDP Short Term Disability • First five workdays must be covered with employees own leave • Provides up to 6 months of job protection and income replacement Note: If a holiday occurs while employee is on VSDP, change the H to VSDP on the leave entry system

  39. Short-Term Disability Days of Income Replacement

  40. VSDP - Responsibilities • Employee Responsibilities: • Contact supervisor when out sick (anytime) • Contact CORE at 1-800-652-5602 NOTE: Benefits will not be back-paid more than 14 days • Keep supervisor informed of status –failure to do so could result in disciplinary action. • Supervisor Responsibilities: • Remind employee to call CORE • Keep Personnel Services informed of status • Ensure Leave Reports are accurate

  41. Return To Work • Employee must have a Doctor’s note to return to work • Doctor may recommend return with modifications • These restrictions MUST be enforced. • Examples: • Can only work 4 hours/day • Can only lift up to 10 lbs.

  42. Long-Term Disability • After 6 months employee will go on long-term disability • Will receive 60 percent of salary until return to work or to age 65 • Considered inactive on VT payroll • Position can be filled

  43. Family and Medical Leave Act • Requires employers to provide up to 12 weeks of unpaid leave for: • Birth or adoption of a child • Serious health condition of employee • Serious health condition of family member • Eligible employees • Must have worked 1 year • Must have worked 1250 hours • Must have physician certification

  44. Faculty Leave • 1040 Sick Plan – not required to report less than 10 consecutive days. • Restricted faculty earn 5 hours sick leave per pay period and must report all leave taken. • Faculty are allowed to use up to 80 hours of sick leave per year for a family member. • Faculty Family Leave – provides faculty up to 80 hours of family leave for the birth or adoption of a child.

  45. LWOP = Leave Without Pay • Provides a means of documenting and defining periods of time an employee is not working and is not in a paid leave status. • Submit Notice of Employee Leave of Absence Without Pay Form(P4B) if LWOP for more than 14 consecutive calendar days. • Send to Personnel Services ASAP

  46. Leave Manual http://www.ps.vt.edu/ leave/manual

  47. Leave Rep’s Cornerhttp://www.ps.vt.edu/leave/reps • Leave Entry Procedures • Procedures for online Corrections • Prior emails sent to leave reps • HRIS Access Request Form

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