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FLSA Information Session
Implementation of ChangesIndiana University 2005
www.indiana.edu/~uhrs/flsa/index.html
2Indiana University
Session Overview Introduction Background information of FLSA History of DOL audits at IU FLSA amendments and new regulations
Personnel policies and benefits Recordkeeping requirements
3Indiana University
Categories of Professional Positions at IU PAE Exempt from Overtime PAO Overtime Eligible PAU Salaried Overtime Eligible
4Indiana University
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
5Indiana University
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
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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
Overtime
8Indiana University
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
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PAO: Overtime Compensation Time and one-half Pay or Comp Time Department’s choice (must announce
before overtime is worked)
10Indiana University
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
11Indiana University
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
12Indiana University
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
Paid Time Off (PTO)
14Indiana University
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
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PTO Usage PAE: No change
Full-day increments PAO and PAU: Actual time used Annual max usage limit: No change
240 or 288 hours
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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
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Carry Over PTO to New Year
No change 240 hours with less than 5 years
service 288 hours with 5 or more years
service
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Terminal Pay
No change All PTO on books at end of last day
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Recordkeeping PAE: No change PAO and PAU: See new timesheet
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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
Travel Time
The following travel provisions also apply to non-union Support and Service Staff.
22Indiana University
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 work is work time.
23Indiana University
Overnight Travel Counts as work time
Driving that the employee is required to perform is work time.
Time when work is performed while traveling is work time.
Travel time during normal work hours is work time.
Travel time on a day off during hours that are normal work hours during the week is also work time.
24Indiana University
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 not work time.
Off-campus Work
The following off-campus work provisions also apply to non-union Support and Service Staff.
26Indiana University
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
27Indiana University
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.
Policies Applicable to All Professional Staff
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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.
30Indiana University
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
31Indiana University
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
32Indiana University
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
33Indiana University
Professional Staff Classifications
PAE PAO PAU
Polices PA Staff PA Staff PA Staff
Benefits PA Staff PA Staff PA Staff
Payroll cycle Monthly Monthly Monthly
Overtime eligibility
No 1½ times rate ½ times rate
Comp time eligibility
No 1½ times hours No
Recordkeeping Days worked Hours worked Hours worked
34Indiana University
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
FLSA Information Session
Implementation of ChangesIndiana University 2005
www.indiana.edu/~uhrs/flsa/index.html