FLSA Meeting November 17

FLSA Meeting November 17, 2016

Presenting: Gina Millsap & Stephen Lusk

Questions and comments

Professional and Decision Making

  1. How long does the classification/compensation study take? Answer: 12 weeks (the consultants are currently developing the project plan). We want to have the results ready to inform our 2018 budget preparation.
  2. Were the professional positions that were reclassified in the previous study already exempt prior to actual study? Answer: yes (for the 2006/7 study, although if you go back far enough in the institutional memory the positions were nonexempt at one point)
  3. Will Springsted look at former exempt status as factor?   Answer: no
  4. For those who need to work over 40 hours per week, will overtime be granted? Answer: This is an individual or team discussion with your supervisor
  5. If I don’t manage my time the first four days of the week, how do I arrange hours the 5th day?   – Answer: work with your supervisor to plan to reduce the hours on the fifth day.
  6. For those who meet the level of salary, why are they being changed to non-exempt? Answer: To stay consistent within the classification
  7. For those of us who are out in the community and don’t have access to a time clock, how do we handle that? Answer: email your manager, who will enter the times.
  8. What about accessing email/social media at home? Like checking the sick leave phone. Answer: work it out with your manager to build in some time in the schedule, or clarify whether this is something you need to be doing outside of your workday. Also, there’s a difference between the Library’s social media accounts and your personal accounts. If you are on the Library’s FB team, you aren’t expected to check or work on that when you are not at work.
  9. How will we handle conference and travel time? Answer: This information is the subject of a Process Improvement that is just finishing up. The updated procedure will soon be posted on the Resources page.
  10. What about comp time? Answer: We don’t plan to use it –as an organization we made the decision a number of years ago that paying overtime wages at the time overtime is worked is a better solution for us.
  11. How do we plan our work if we’re called to the desk? Answer: This is a question to discuss as a group with your supervisors.
  12. External access to M-drive? When might be available? Answer: Although DS is not currently working on this it is something they hope to work on in 2017.
  13. Work flow for classification study. Will we look at job descriptions first? Answer: Yes, that was how it worked in 2006 – we completed Position Analysis Questionnaires to capture the work of each position. Our new HR and payroll system, once fully implemented, will include position descriptions and should make keeping them up to date an easier task.
  14. How will the new way we track time affect the results of the study? Answer: It shouldn’t per se. However, the study should determine the correct FLSA status of each classification.
  15. Will we track what isn’t getting done? – Answer: Yes, discuss with your supervisors and managers how to track what isn’t getting done, analyze as a team.
  16. How are you going to assign priorities? – Answer: see #15.
  17. How do I respond if someone asks me a question off the clock? Answer: No one wants their job to be smaller. Differentiate between advocacy and longer interactions, offer to follow up in depth at a later time, refer to a colleague, or go with it and then get the time it takes into your timecard.
  18. What about if we have to read a book for book club on the job? Answer: Planning and preparing for programs needs to take place on the clock, but this is a good question to discuss as a team with your managers and supervisors.
  19. Is overtime calculated by the work week? Answer: Yes. Our work week is Monday through Sunday. Daily overtime is not tracked.
  20. Are there any rules on lunch? – Answer: Meal periods are unpaid and are usually 30 to 60 minutes. You will need to clock out for meals and clock back in as you return to work. Remember how rounding works when you are clocking in and out for meals. (see FAQs on using the timekeeping system). Library policy is that during your unpaid meal break you are completely relieved from duty. If you prefer to take your meal break at your desk, you must not perform any work while you are off the clock. Any exceptions to this policy must be approved in advance by your supervisor. You may not skip your meal period in order to shorten your workday.
  21. Clock out for break time? Answer: No, two paid rest breaks are included though not guaranteed in each full work day. See the Employee Handbook for more information.
  22. Handling sick leave? Answer: For health appointments, you will need to clock out and back in the same as for any personal appointments. Sick leave works out the same – you can enter your sick time in your timecard after your return.

How can we help?

  • Schedule departmental meetings to discuss and develop procedures
  • Develop a library-wide standard email and voicemail out-of-office message
  • We need conversations with our colleagues.Other comments:
  • Hope that people think working on the clock is not a demotion. It’s a different way to track your time that Dept. of Labor regulations now require.
  • Working on the desk has become devalued.
  • Some people don’t currently have to work weekends.

One thought on “FLSA Meeting November 17

  1. Here are some reminders about using the eTime timekeeping system:
    Below are some FAQs about non-exempt timekeeping from early in our conversion from paper timesheets to ADP.

    Are there procedural changes associated with the conversion to ADP?
    Yes, as follows:
    Beginning December 26, the Library’s timekeeping procedure will be revised to include the new system, and we will round time stamps to the nearest quarter-hour. Time stamps within 7.5 minutes before/after the employee’s actual start/stop working time will round to the nearest quarter hour for pay calculation purposes.
    – As an example, for those starting at 8:30 a.m.….. a time punch of 8:37 am will round to a time in of 8:30 am. A time punch of 8:38 a.m. will round to a time in of 8:45 am and a non-exempt hourly employee will need to make up this time at the end of the day or shorten the meal break. The same holds true for clocking in too early. Non-exempt hourly employees should clock out early or increase the meal break to avoid overtime, unless the overtime has been approved in advance by the supervisor.
    – Please note that your timecard will show the actual time stamped, not the rounded time. If you clock in 7 minutes past your start time, that is what your timecard will display.

    1. On the 7.5 minute rounding rule, is the reverse true? Will my time round down if I clock in before the scheduled time. I usually come in at 8:20ish am. If I clock in at 8:23 am, does it round down to 8:15 am or up to 8:30 am? Therefore, would I need to leave 15 minutes early to keep an eight hour shift?
    ADP has confirmed system rounding rules. Their example is good:

    “Each punch is rounded to the ¼ hour. So for example, if I punch in at 7:03 am, that time is rounded to 7:00 am and if I punch out at 4:38 pm that punch is rounded to 4:45 pm. My timecard totals in this case would be 9 hours and 45 minutes. The actual punch time will display on the timecard. If managers double click the actual punch on the timecard, it will show the time that the punch rounded to.”

    As far as leaving early to keep within 8 hours, for exempt employees this is not necessary and is something to talk over with the supervisor. Non-exempt, hourly employees should adjust the schedule to keep within 40 hours for the work week (does not have to be within 8 hours for the day), unless overtime has been approved by the supervisor in advance.

    2. If I have trouble with the time clock or I have to leave more than once in the day, how will more than two pairs of in/out punches show on my timecard?
    The Enterprise Etime system will add a row for that day if the number of punches in and out exceeds two pairs (ex. 1.1-in to work, 1.2-out for medical, 2.1 in from medical, 2.2 out for meal, 3.1 in from meal, 3.2 leaving work for the day).

    3. I’m a little confused about the rounding feature on the ADP time clock. The example given is that if someone is scheduled at 8:30 and clocks in at 8:37 the time clock will round down to 8:30 and if the person clocks in at 8:38 the time clock will round up to 8:45. In terms of making up time that time, what will this look like? Do you make up the time you were actually late, the time that will be reflected on your time sheet (7 minutes or 8 minutes) or do you make up the time that the time clock says you were late (15 minutes for the 8:38 clock-in)?
    The clock will record your actual time, but will round each punch to the nearest quarter-hour when it calculates total time worked. It may be easier to think of making up the time you were actually late since that “clock-out” time will also round. The purpose of the rounding is to accommodate lines at the clock, but also to accommodate the length of time that it takes your PC to come up in the morning so you can hit the timestamp. It means you have a window from 7 minutes before to 7 minutes after your starting time to tell the time clock that you are here. In your timecard, out to the right of your time stamps, you will see some totals fields. One adds up the current day and the other adds up the workweek. If you check these each day or two you will see how much time you are ahead/behind.

    4. If I’m helping a customer, sometimes I may clock out a few minutes late. Since overtime is supposed to be approved in advance, what should I do?
    Overtime is calculated based on total time in the 40-hour work week so usually scheduling adjustments later in the week will accommodate this and prevent overtime. This is how it is generally managed now and employees can view the cumulative time column on their timecard to find the status of their time as of any point in the week.

    5. How does the rounded time stamp appear on the timecard?
    The timecard will display the actual in and out time stamps. The supervisor can double-click on the time stamp and it will display the rounded time. The Daily and Cumulative time columns should calculate the hours based on the rounding rules.

    6. If a non-exempt, hourly employee makes a minor adjustment to her lunch break, how will that be interpreted in ADP? For example, if her usual lunch hour is 11:30am-12:00pm, but she goes to lunch one day from 12:00pm to 12:30pm, will the system error out for it? Does the supervisor need to go into her timecard and adjust the lunch times for that date?
    Specific meal times aren’t in the schedule. The only reason it would cause an ADP flag is if the meal period is short or long (each hourly employee is setup to (usually) take a 30-minute or 60-minute meal). This does not prevent payroll from being processed.

    7. Last night I forgot to punch out. This morning I tried to put a comment on my time card for the missed punch and it would not allow me to do so. After my supervisor adjusted my timecard to reflect the time I left last night, the system then would allow me to add a comment to my timecard. Is this an error in the system?
    No, a time stamp (punch) must exist in the cell of the timecard and be selected before a comment can be added by anyone. If a punch is missing, the cell turns red (as the notice to the supervisor that an error exists) and the supervisor must talk with the employee (or look for a message from the employee outside of the etime system) to determine what happened and add a punch as needed. Once the punch is added, either the employee or supervisor can add a comment.

    8. My schedule begins at 7:00 am. When I time stamped in from my desktop at 6:57 am my timecard did not put the red box “flag” around it for early in. However, later in the week, I time stamped in from the time clock at 6:53 am and it put a red box “flag” around the punch in my timecard for “early in”. Why is it creating different results if I punch in from the desktop versus the clock?
    The Library’s exceptions for early in and out time stamps are currently set to flag anything at 5 minutes or greater. In the above situation, the results were because one time punch was below 5 minutes and one was beyond 5 minutes. The exceptions are not tied to the time stamp data source, i.e. clock vs. desktop. Below are the rules for the timecard exceptions and whether they have to be corrected before the timecard can be processed. However, the flag may be a prompt that leave time is needs to be added to the timecard.
    Current Exceptions:
    • Short Shift – 6 hours or more; warning only, does not have to be corrected
    • Early In Punch – 5 minutes or more; warning only, does not have to be corrected
    • Late In Punch – 5 minutes or more; warning only, does not have to be corrected
    • Early Out Punch – 5 minutes or more; warning only, does not have to be corrected
    • An unscheduled punch; warning only does not have to be corrected
    • Missing In Punch; will prevent the timecard from being approved; must be corrected
    • Missing Out Punch; will prevent the timecard from being approved; must be corrected

    9. My schedule is from 8:00 am to 5:00 pm. I came in at 1:00 pm because of a morning medical appointment. When I time stamp in at 1:00 pm, my timecard shows that I punched “out” at 1:00 pm? Why doesn’t it show me as punching in since I haven’t been at work until 1:00 pm?
    The system looks to the schedule to determine whether a time stamp is either an in or an out. There is a 4-hour window used to determine this. Since 1:00 pm is five hours from 8:00 am, the system assumes you must be leaving and records it as an out punch. Eventually, when the more sophisticated scheduling software is live and sending data to enterprise etime (our timecard), this may resolve itself. The way to correct this is to inform the supervisor so that the time punch can be changed. Then the system will correctly record the out punch at the end of the shift, i.e 5:00 pm.

    10. I worked from 8:00 am to 2:00 pm and then went home sick. When I access that day on my timecard, it won’t let me enter a leave Pay Code and it won’t let me enter the number of hours in the Amount field without a Pay Code. It says I cannot enter this information on a day when I have punches. I need to record my leave on this day. How do I do this?
    On the line for the day impacted, to the far left is a box with a plus and an arrow. Clicking on this will add another row for that same date. Leave can then be entered for both the Pay Code and the number of hours (Amount column).

    11. I forgot to clock out so my timecard shows 12:00 am as my out punch and also 12:00 am as my in punch the next day. Both show in purple. Then when I did my time stamp for this morning, it put it as an out punch since in already shows 12:00 am. How can this be corrected?
    This is how the system handles work it thinks occurred over midnight. Once the supervisor knows the issue and the correct time stamps, the change can be made (by the supervisor) in the timecard. From those changes, the two 12:00 am punches (one in and one out) will disappear.