GCCISD Timekeeping Meeting

1. GCCISD Timekeeping Meeting By Pete D. Pape, CPA Bruce Sorrell Brittney Sawyer Renee Napier Charlotte Pogue

2. Fair Labor Standards Act • Any timekeeping plan is acceptable as long as it is complete and accurate.

3. Administrative Guideline 1.07 • Comp Time • Given to employee in lieu of overtime monetary payments. It is accrued at 1.5 times the hours worked by employee over the regular 40 hours workweek. • Flex Time • Time that is earned and used during the same week is not compensatory time but is considered flex time and is exchanged on an hour for hour basis.

4. Administrative Guideline 1.07 • Scheduling of Overtime and Comp Time • All overtime must be approved by the supervisor or department director prior to working in excess of the normal forty (40) hour workweek. • The cap on comp time cannot exceed the following: • 40 actual hours (5 work days) = 60 comp hours • Hours in excess of this amount must be considered overtime and the employee must be paid based on his/her normal hourly rate.

5. Administrative Guideline 1.07 • Comp time used should be based on the agreement of the supervisor and the employee • The supervisor may deny the employee’s specific request for comp time off if it disrupts the efficient operation of the department or campus. • However, the supervisor must grant the employee comp time off based on a reasonable time period. • All comp time must be used within one year from date earned. (DEA-Local: within fiscal year)

6. Administrative Guideline 1.07 • Time • “Actual worked hours” are crucial in determining FLSA requirements for overtime compensation. • All time spent in physical or mental exertion, controlled or required by the employer, is “worked time.” • Vacation, sick leave, and compensatory time are considered “non-worked time” and not “worked time” in the calculation of overtime.

7. Administrative Guideline 1.07 • Holiday, Sick leave, Compensatory Time, Vacation Hours/Non-Worked Time • These hours will be deducted from the standard work period prior to the calculation of the overtime rate. Employees may not use holidays, sick leave, comp time, and vacation hours in determining overtime. • Flex time • Department directors/supervisors are encouraged to use flex time and comp time wherever possible.

8. Administrative Guideline 1.07 • Eligible Employees • All GCCISD employees shall be divided into two classes: • Exempt (professional, contractual, and managerial) • Non-Exempt (all non-contractual employees unless identified as exempt) as defined in the Act. • Record Keeping • Immediate supervisors/timekeepers will have full responsibility for calculating, monitoring, and reporting hours worked in excess of 40.

9. Employee Expectations • Employees clock in & out everyday they are present at work. • Complete the KRONOS reconciliation form at the beginning of each week (for prior week). Any extra-hours will need to be pre-approved by the supervisor. • Return to executive directors secretary for validation and submission to the KRONOS timekeeper. • Effective June 6, 2011 employees will need to clock out & in for lunch.

10. Supervisor Expectations • Review Friday Time Detail Report w/employees • Review/Approve KRONOS Reconciliation Form and Extra hours approval form (if applicable) • Review End of Pay Period Time Detail Report and the Comp Time (Accrual) Report • Have Employee sign end of pay period time detail report and scan/e-mail/inner-office mail to Brittney by end of the week. • Ensure all KRONOS forms are returned to the KRONOS timekeepers in a timely fashion

11. Reports • Time Detail • Accrual Reports

12. Questions