Hours of Work & Leave Training for Supervisors March 2013

1. Hours of Work & Leave Training for SupervisorsMarch 2013 presented by Department of Human Resources

2. Hours of Work • Employee Status • Alternate Work Schedules • Fair Labor Standards Act • Leave Reporting • School Assistance & Volunteer Service Leave • Civic and Work-Related Leave (Administrative) • Holiday Schedules • Inclement Weather Procedures (Emergency Closings)

3. Hours of Work - General Normal work hours • Monday – Friday 8:00 a.m. to 5:00 p.m. • Some departments have alternate schedules for business reasons Lunch period is 12:00 p.m. – 1:00 p.m. • May vary for business needs • Mandatory Lunch Period Employees must be informed of work schedule by supervisor

4. Hours of WorkEmployee Status Full-Time Employees • 40 hours per week for 12 months per year Quasi-Full-Time Employees • 32 – 39.9 hours per week for 12 months per year or; • 40 hours per week for 9, 10, or 11 consecutive mths per year Part-time Salaried Employees • Work 20 – 31.9 hours per week for 12 months per year or; • Work 9, 10, or 11 consecutive months per year for at least 1040 hours annually but less than 32 hours per week (1664 hours per year)

5. Hours of WorkEmployee Status Wage (hourly) Employees • 29 hours or less per week includes: • 1500-hour wage • Student wage • Part-time Administrative/Professional Faculty • Adjunct Faculty • Others as determined by HR

6. Hours of Work – Rest Breaks May grant one 15-minute rest break before and one 15-minute rest break after required lunch period • included in required hours of work • employee may be called off break to attend to agency business • breaks may not be combined • not used to extend lunch period • not to be used to cover late arrival or early departure

7. Alternate Work Schedule Work schedule other than Mon – Fri 8am-5pm • May involve rotating shifts, compressed work week, etc. • May be developed to allow departments to provide services outside traditional hours of work • police, housekeeping, library, etc. • Must not impede agency operations • Must not result in employee working less than his/her prescribed number of hours during a work week

8. Alternate Work Schedule • Will not necessarily result in compensatory time or overtime pay • Most alternate work schedules are inherent with hiring process for some positions • police, housekeeping, library, etc. • Some alternate work schedules may be temporary in nature for business or personal reasons • Develop work agreements • making changes • duration of alternate schedule • managing leave and holidays • emergency closings

9. Alternate Work Schedule • Alternate work agreements may be terminated at any time • Give advance notice if possible but advance notice is not required • Non-exempt employees must account for a 40-hour work week • Alternate work agreements must be signed w/copy to HR

10. Fair Labor Standards Act (FLSA) FLSA governs: • the federal minimum wage law • overtime laws • tests for exempt & non-exempt determinations • and other labor laws

11. Non-Exempt Includes Pay Band 1, 2, 3 • and most positions in Pay Band 4 • HR determines exempt/non-exempt status of PB 4 positions • white-collar rules of FLSA Overtime pay = 1½ half times regular rate of pay for hours worked over 40 hours worked in work week Employee accounts for an 8-hour work day plus any additional hours

12. Non-Exempt Overtime is based on a 40 work week • 12:00 am Saturday – 11:59 pm Friday • exceptions for Police, Dining Services, Power Plant • personal leave & holidays do not count towards 40 hours work requirement • includes annual, sick, comp, recognition, etc. • OT must be approved in advance • If worked without approval still must pay • disciplinary action may be warranted

13. Exempt Employees Not eligible for overtime Does not earn compensatory leave unless work on scheduled day off (weekend, holiday) Includes: • some Pay Band 4 & all in 5 – 9 • all A/P and T&R Faculty

14. FLSA – Common Errors Banking time to avoid paying overtime or save for later use is illegal under FLSA and a violation of RU policy RU Policy requires overtime pay for non-exempt employees • does not provide for time-and-a-half leave • do not confuse overtime requirements and compensatory leave earned

15. Leave Reporting Who must report hours worked and/or leave using the online leave reporting system? • full-time Classified Staff includes quasi- and part-time classified • full – time A/P Faculty

16. Leave Reporting Leave is reported using Self-Service Banner Non-exempt employees report all hours worked and leave taken • system calculates overtime & comp earned Exempt employees report leave taken or compensatory leave earned

17. Leave Reporting Employee must complete timesheet as soon as possible at the end of the pay period • pay periods end the 9th & 24th • may submit timesheet to supervisor early if employee will be away Supervisor must approve/submit timesheet by the closing date for the pay period • listed at Time Reporting channel on the HR portal • timesheet should not be submitted early to HR • allow for final changes prior to submission

18. Leave ReportingCommon Errors • Employees do not click the Next button to complete the entire pay period • Supervisor approves timesheet early because employee submits it early and then there is a correction to be made • Employee uses the back button on the browser and receives an Error message on the timesheet • Supervisor does not set up a proxy in the event he/she is absent

19. Leave ReportingCommon Errors • Supervisor may adjust work schedule to avoid OT or comp time • If employee works 10 hours on Monday the supervisor may have the employee work 6 hours another day during the workweek to keep the employee within 40 hours for the work week. • Report correct hours worked/leave taken each day worked • If employee worked 10 hours on a work day, the timesheet/leave report must reflect 10 hours worked. • Averaging work hours is a violation of FLSA

20. Leave Requests Employees are responsible for knowing their personal leave balances • balances maintained on Self-Service Banner Supervisor may deny leave if employee has insufficient balances or for business reasons • supervisor has access to employee leave balances • may consider LWOP for personal reasons • request for LWOP should be pre-approved

21. Tips for Supervisors & Employees RETURN TIME • This option allows the employee to recall his/her timesheet to make a correction if an error is noticed after submitting the timesheet to your supervisor. • Supervisors may also use this option to return the timesheet to the employee for correction.

22. Tips for Supervisors & Employees REPORTING HOLIDAY WORKED • Employees working a designated holiday are eligible to receive up to 8 hours compensatory time. • If the employee works more than 8 hours on the holiday enter 8 hours Holiday Worked and the remaining hours as regular hours worked. • Example: Employee who worked 9 hours on a designated holiday would code 8 Holiday Worked and 1 Regular Worked

23. Tips for Supervisors & Employees PROXY TIMESHEET APPROVAL • Supervisors may designate a proxy to approve Banner leave timesheets in his/her absence. • If you have not set up a proxy please do so as soon as possible. • Also ensure your proxy is aware in advance that he/she may need to approve timesheets in your absence. • Failure to designate a Proxy or inform a designated proxy of the need to approve leave timesheets creates unnecessary delays in the timesheet certification process and real-time leave accrual for the employee.

24. School Assistance & Volunteer Service LeaveDHRM Policy 4.40 • Agency may grant up to 16 hours off with pay each leave calendar year • Provides volunteer services through eligible non-profit organizations within or outside his/her community • Requires supervisor approval

25. School Assistance & Volunteer Service LeaveDHRM Policy 4.40 • May require written verification from an official of the service organization or school • Agency should attempt to approve leave when requested • May be denied if leave creates adverse impact on the work unit

26. Civic and Work-Related Leave (Administrative)DHRM Policy 4.05 Agency must permit employee to be absent from work if: • summoned for jury duty • subpoenaed or summoned to appear in court as a witness or crime victim • serve as an officer of election • accompany minor child if child is required to appear in court Documentation required & must be sent to HR

27. Civic and Work-Related Leave (Administrative)DHRM Policy 4.05 Agency may grant leave to employees who: • interview for other state positions • participate in resolution of work-related conflicts Only actual time plus travel time allowed Supervisor may require written verification Comments should be included in the employee’s timesheet for HR

28. Holiday Schedule State Holidays New Year’s Day *Lee-Jackson Day Martin Luther King, Jr. Day *George Washington Day Memorial Day Independence Day Labor Day *Columbus Day & Yorktown Victory Day *Veterans Day Thanksgiving Day The day after Thanksgiving Christmas Day –

29. Holiday Schedule RU operates an alternate Holiday Schedule Does not observe: • Lee-Jackson Day • George Washington Day • Columbus Day & Yorktown Victory Day • Veterans Day RU observes four workdays after Christmas Day Other workdays as designated by the Governor or the President of the United States

30. Authorized Closings Whenever University operations are affected by inclement weather, natural disasters or other factors which cause operations to be suspended or curtailed Agency Head or designee determines start and end time of authorized closing

31. Authorized Closings classes may be cancelled ----- operations officially suspended ----- may be entire or partial day or shift ----- essential personnel required to work ----- non-essential not required to work

32. Authorized Closings Designated employees to report to work or use personal leave if absent Designated employees who work during an authorized closing earn compensatory time May involve overtime pay May involve schedule adjustments

33. Questions Contact Pam Lucas at 831-6110 Leave Analyst pslucas@radford.edu