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WS/FCS

This document outlines the timekeeping rules and regulations for exempt and non-exempt employees in the WS/FC Schools Financial Services Department. It includes information on exempt employees, non-exempt employees, overtime, comp time, and the timekeeping system.

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WS/FCS

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  1. WS/FCS TIMEKEEPING RULES AND REGULATIONS

  2. FAIR LABOR STANDARDS ACT (FLSA) • Exempt Employees • Non-exempt Employees WS/FC Schools Financial Services Department

  3. Exempt Employees(exempt from timekeeping regulations) • All state-licensed staff • Do NOT require time sheets or daily timekeeping • Exceptions-based reporting of absences • Not entitled to overtime or comp time WS/FC Schools Financial Services Department

  4. Non-exempt Employees(subject to specific laws governing working hours) • Teacher Assistants • Clerical staff • Custodial staff • Food service staff • Most other classified staff WS/FC Schools Financial Services Department

  5. Non-exempt Employees • Entitled to overtime or comp time for hours worked beyond 40 per week • Must report all time worked DAILY • Cannot work time without reporting time • Cannot “volunteer” for similar duties • It is Principal’s responsibility to monitor time worked versus time reported WS/FC Schools Financial Services Department

  6. Non-exempt Employees • Time Worked Includes • All time at assigned duty station(s) • Lunch, if not duty-free (providing a lunch break is NOT a legal requirement) • Reasonable break times (providing break time is NOT a legal requirement) • Driving time, if other than normal daily commuting WS/FC Schools Financial Services Department

  7. Non-exempt Employees • Time worked does NOT include: • Leave days/time off • Holiday time off • Duty-free lunch, if at least 30 minutes • Time away from duty station, if before or after normal work hours, and if not actively engaged in work duties WS/FC Schools Financial Services Department

  8. Non-exempt Employees • Principal determines normal daily work schedule (starting and ending time) • Unless modified by job action, a full-time employee’s standard work hours are 40 hours per week, 8 hours per day • Principal MUST monitor employees’ starting and ending work times to assure compliance with normal daily work schedule WS/FC Schools Financial Services Department

  9. Non-exempt Employees • Employee routinely arriving early must NOT be at duty station or otherwise working prior to normal daily start time • Employee working before normal daily start time or beyond normal daily end time MUST have principal’s permission • All time worked MUST be captured in/on the timekeeping system/sheet DAILY WS/FC Schools Financial Services Department

  10. What is Overtime? • Overtime is time worked in excess of 40 hours per week • 10 hours worked on Monday, 8 hours each on Tuesday-Thursday, and 6 hours on Friday yields no overtime • By law, overtime MUST be compensated at time-and-a-half, either by pay or by comp time (Note: Comp time balances are always “straight time.” WS/FC Schools Financial Services Department

  11. Overtime Tips • Time on a time sheet or timekeeping system can add to more than 40 hours WITHOUT generating overtime • Leave time does not count as time worked • A Holiday on Monday, followed by four, 10-hour workdays, yields 48 regular hours and NO overtime hours • Conversely, working 8 hours on Monday, followed by four, 10-hour workdays, yields 40 regular hours plus 8 overtime hours (52 compensable hours) WS/FC Schools Financial Services Department

  12. Overtime, cont’d • For pre-approved activities/events, custodians can be PAID for overtime worked • The superintendent must pre-approve for any other employee to be PAID for overtime worked • All other overtime MUST be compensated (within the school year) as compensatory time off WS/FC Schools Financial Services Department

  13. Overtime, cont’d • Time off granted in the same workweek prevents overtime from happening (example on slide 10) – this is a strongly recommended goal • When overtime occurs, it generates the need for comp time off at time-and-a-half (1.5 times the number of overtime hours worked) WS/FC Schools Financial Services Department

  14. Overtime, cont’d • Overtime work is not what is prohibited – payment for overtime work without pre-approval is what is prohibited • Principals should manage employees to prevent overtime work whenever possible • This requires a hands-on knowledge of tasks needed to be performed and staff available to perform tasks WS/FC Schools Financial Services Department

  15. Comp Time Off • Comp time off is to be pre-approved by the principal • Comp time off should be used for all necessary absences before approving any other source of leave time • Comp time accumulated must not exceed 240 hours at any point in time • Comp time balance should be zero at June 30 each year WS/FC Schools Financial Services Department

  16. Comp Time • Comp time balance does NOT show on pay stub or SARTOX system (may in the future) • Comp time balance should show on timekeeping system or timesheet • Principals MUST be aware of comp time balance and manage it in compliance with regulations WS/FC Schools Financial Services Department

  17. Timekeeping System • We are not ready to select an electronic timekeeping system for the district • Most are designed to pay employees for overtime, not to accurately accumulate and manage comp time balances • Employee perception/acceptance of electronic timekeeping is a concern • Other good options are available WS/FC Schools Financial Services Department

  18. Timekeeping System • We have developed an electronic spreadsheet timesheet • The spreadsheet timesheet electronically accumulates regular time, overtime, and comp time balances (employee must carry forward) • The spreadsheet timesheet allows all forms of eligible leave to be recorded, as well as all time worked WS/FC Schools Financial Services Department

  19. Timekeeping System • The spreadsheet timesheet requires access to a computer • The spreadsheet timesheet can be completed by somebody other than the employee, but must be approved/signed by the employee and the principal • The spreadsheet timesheet is easy to train and use WS/FC Schools Financial Services Department

  20. Timekeeping System • Spreadsheet timesheet has some limitations • For ease of use and calculation purposes, start/end and in/out times are in quarter-hour increments on a drop-down menu • If work schedules can be adjusted to quarter-hours, excellent! • If not, no big deal (next slide!) WS/FC Schools Financial Services Department

  21. Timekeeping System • With spreadsheet timesheet, if work starts at 7:20 and ends at 3:20, employee chooses 7:15 as start time and 3:15 as end time • If work starts at 7:25 and ends at 3:25, employee chooses 7:30 as start time and 3:30 as end time WS/FC Schools Financial Services Department

  22. Timekeeping System • Spreadsheet timesheet offers excellent special features • If teacher assistants are expected to attend evening PTA meetings six times per year, timesheet can be used to accumulate “negative” comp time in anticipation of expected overtime WS/FC Schools Financial Services Department

  23. Timekeeping System • For evening events, time spent driving to and from the school counts as time worked (since one commute has already occurred that day) • “Negative” comp time can be accumulated by adjusting the teacher assistant’s regular work schedule to 7.75 hours for a number of days prior to the evening event WS/FC Schools Financial Services Department

  24. Overtime – Special Issues • Express bus stop supervision time generates overtime for non-exempt employees – should be limited to the extent possible • Before/after-school care time generates overtime for non-exempt employees, and they must be paid at their overtime rate WS/FC Schools Financial Services Department

  25. Overtime – Special Issues • Home-school coordinators, physical and occupational therapists, and other classified employees at or above pay grade 65 are PROBABLY exempt employees and not eligible for overtime • Non-exempt employees should not coach or be club sponsors – if they are, the principal must provide information to Kerry and monitor their overtime work hours WS/FC Schools Financial Services Department

  26. Overtime – Special Issues • Principals should NEVER pay any employee directly from school funds, unless for eligible, approved business expense reimbursements • Booster clubs and PTAs should not be used to pay non-exempt employees in lieu of us paying the employee for overtime • On a case-by-case basis, all pre-approved by Financial Services, employees may be paid from school funds or booster club/PTA funds for contracted services WS/FC Schools Financial Services Department

  27. Overtime – Special Issues • Lead secretaries often cannot accomplish all duties in 40 hours per week of work • Time making bank deposit is work time • In some cases, other office staff members have “extra” time and could be used to help avoid overtime for lead secretaries • Please avoid assigning additional duties to lead secretaries whenever possible • Enforcing licensed staff members’ use of sub calling system should be helpful WS/FC Schools Financial Services Department

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