FLSA Information Session

1. FLSA Information Session Implementation of Changes Indiana University 2005 www.indiana.edu/~uhrs/flsa/index.html

2. Session Overview • Introduction • Background information of FLSA • History of DOL audits at IU • FLSA amendments and new regulations • Personnel policies and benefits • Recordkeeping requirements Indiana University

3. Categories of Professional Positions at IU • PAE Exempt from Overtime • PAO Overtime Eligible • PAU Salaried Overtime Eligible Indiana University

4. 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 Indiana University

5. 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 Indiana University

6. 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 Indiana University

7. Overtime

8. 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 Indiana University

9. PAO: Overtime Compensation • Time and one-half • Pay or Comp Time • Department’s choice (must announce before overtime is worked) Indiana University

10. 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 Indiana University

11. 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 Indiana University

12. 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 Indiana University

13. Paid Time Off (PTO)

14. 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 Indiana University

15. PTO Usage • PAE: No change • Full-day increments • PAO and PAU: Actual time used • Annual max usage limit: No change • 240 or 288 hours Indiana University

16. 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 Indiana University

17. Carry Over PTO to New Year • No change • 240 hours with less than 5 years service • 288 hours with 5 or more years service Indiana University

18. Terminal Pay • No change • All PTO on books at end of last day Indiana University

19. Recordkeeping • PAE: No change • PAO and PAU: See new timesheet Indiana University

20. 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 Indiana University

21. Travel Time The following travel provisions also apply to non-union Support and Service Staff.

22. 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 workiswork time. Indiana University

23. Overnight Travel • Counts as work time • Driving that the employee is required to perform is work time. • Time when work is performed while traveling iswork time. • Travel time during normal work hours iswork time. • Travel time on a day off during hours that are normal work hours during the week is also work time. Indiana University

24. 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 notwork time. Indiana University

25. Off-campus Work The following off-campus work provisions also apply to non-union Support and Service Staff.

26. 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 Indiana University

27. 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. Indiana University

28. Policies Applicable to All Professional Staff

29. 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. Indiana University

30. Policies Applicable to All Professional Staff • 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 Indiana University

31. Policies Applicable to All Professional Staff • 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 Indiana University

32. Policies Applicable to All Professional Staff • 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 Indiana University

33. Professional Staff Classifications Indiana University

34. 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 Indiana University

35. FLSA Information Session Implementation of Changes Indiana University 2005 www.indiana.edu/~uhrs/flsa/index.html