3FAIR LABOR STANDARD ACT Compensatory Time provisions apply only to nonexempt employeesAll hours that a nonexempt employee is suffered or permitted to work for the benefit of the employer, including hours worked without supervisory permission, are compensable
4Why KRONOSThe District has implemented the KRONOS electronic timekeeping system in order to automate the timekeeping process and to stay in accordance with the Fair Labor Standard Act (FLSA). This system, which has replaced handwritten timesheets, will be used by all non-exempt employees of the District.
6OVERTIMEOvertime is defined as any time worked over 40 hours in a workweekOvertime must be paid at a premium of one and a half times the regular rate of pay for all hours worked over 40 in a workweekThere is no requirement to pay for overtime after eight hours have been worked in a dayThere is no requirement to pay overtime for Saturday, Sunday or holiday work
7COMPENSATORY TIME (COMP TIME) Overtime worked may be compensated in time off accrued at the rate of one and one – half hours off for each hour worked over 40 in a workweek.Compensatory time is only applicable to public sector employers
8Public Sector Employers are subject to the following: Compensatory time is limited by DOL regulation to a total accrual of 240 hoursA district may limit the compensatory hours accrued per year through policyThere is no time limit for employees to use accrued compensatory time offHowever, an employer may require that employees use accrued compensatory time before using paid leaveCompensatory time must be paid at termination at the current regular rate of payDistricts may also choose to pay out accrued compensatory time at the end of the fiscal year
9DEA (LOCAL) 60 Hours is the maximum An employee shall use compensatory time within reasonable time following the pay period in which it is earned.DEC (LOCAL)The District shall require an employee to use any accrued compensatory time prior to use of sick or personal leave
10Leave Days at Full or Half days We report leave days at full or half days in AESOP and SkywardKRONOS is by hoursFull day in KRONOS is 7.50Half day in KRONOS is 3.75
11Official TimeIn order to ensure consistency of treatment for employees, the data recorded in the KRONOS system shall be considered as the official record of the workday. Any disputes over actual hours worked or attendance will be resolved by referring to the official KRONOS records.
12Daily Clock-in/Clock out It is a job requirement that ALL non-exempt employees MUST “clock-in” in the morning, and “clock-out” at the end of the work day at their assigned work site, unless authorized by a supervisor.
13WORKWEEKA workweek consists of seven consecutive pre- established 24-hour periods that may begin on any day of the work and end at any time of day.Each workweek stands alone in determining overtime worked.Employers may adjust work schedules within a workweek to eliminate overtime liabilityA workweek can be changed if the change is intended to be permanent and not to avoid overtime liabilityPolicy DEA (Local)
14DEA (LOCAL)For purposes of FLSA compliance, the workweek for District employees shall be 12:01 am Sunday until 12:00 am Saturday
15Work week is 37.50 37.50-40.00 Kronos will store as straight time. Which is a total of 2.50 hours straight timeOver hours Kronos will store as one time and a half
16Rounding RulesThe KRONOS timekeeping system works on a 7 minute rounding rule. An employee’s daily total is rounded to the nearest 15 minute interval.Employees should not clock in earlier than 7 minutes before their scheduled starting times (unless the employee has Supervisor approval for early arrival).Employees should not clock out before their scheduled ending time, unless authorized to do so by their supervisor. If a non-exempt employee that is paid on an annualized basis clocks out early, they shall either “make- up” that time during the same work week or the time not worked will be docked from their pay, if employee does not have accrued compensatory time
17Other requirements include: EM-S is set up on an automatic lunch deduction.All non-exempt employees leaving campus site for any personal reason during the day must clock out when leaving campus, and clock in when returning to campus.
18Flex TimeWith approval, full-time employees may be permitted on a limited basis to extend their working hours slightly on one or more days during a given workweek. This extra time would offset one or more short workdays within that same week.For example, an employee might be permitted to work additional time on two days in order to leave 1 hour early on another day in the same week. An employee is not permitted to carry flex time over in to the next week. The employee will need to use comp time; leave day or be docked.It is the employee’s responsibility to check their time cards to ensure they will not be short at the end of the week, resulting in docked pay. Flex time is to be used with discretion and requires approval in advance.
19Docked PayIf an employee’s accumulated total in a workweek does not meet their expected amount, the employee will be docked for the amount of time not worked.Docking amounts are calculated on the employee’s base hourly rate.If non-exempt employees have used up all of their sick days, personal days, etc., their pay shall be docked for the time missed, based on their hourly pay rate.
20Contracted Calendar Days All EMS-ISD employees are attached to a calendarCalendar has their beginning and ending dates.Non-exempt employees are not to begin work before their contracted start date or work beyond their contracted ending date nor should they alter their calendar days such as exchange days with the intent of working during their scheduled “non-calendar off days.”Now that the district uses an electronic timekeeping system, calendars days can no longer be altered.Also since time off is stored in Skyward. Skyward uses calendars.
22Each week should total 37.50 should not be less Each day should have an in and out punchIf doing any after school work; should stay on the clock and punch out when leaving home.If clock or computer is not around need to notify the “Timekeeping manager” as soon as possible for them to enter an in and out timeShould always have supervisor approval
28How to Add an Absence Select Date day employee was off Pay Code column select down arrowList of reason codes will appearSelect reasonIn the Amount column select down arrowBox will appearIgnore selectionsAdd timeFor half day it is 3.75For full day it is 7.50Save
35Problem is employee using comp time and week is over 37. 50 Problem is employee using comp time and week is over Using too much. Need to adjust comp time
36How to Add Comp Time Leave Only add comp time leave if the total for the week is less than 37.50Suggest waiting until Friday or on MondayCheck accruals to see if there is enough comp time leave availableLook at the cumulative balance columnSubtract total from to figure how much comp time leave must be used to total for the week
38Cumulative is 36.25 less 37.50 difference is 1.25
39How to Add Comp Time Leave (cont’d) Insert a row on the day the employee is shortPay code column select down arrowBox of pay codes will appearSelect “Comp Time Leave”Amount column select down arrowIgnore selections and enter the amount of comp time needed for that daySaveTotal for week should total 37.50
44To Adjust Comp Time If employee used too much Comp Time Click on the line where Comp Time was usedIn the “Amount” column delete hours enteredIn the “Cumulative” column review total for weekSubtract total hours worked from 37.5 to figure the actual hours to use for Comp Time
48Cancel Automatic lunch if Employee Did Not have Lunch Highlight the day the employee did not have a lunchRight click the out punchBox will appearClick on the “Edit Punch”Edit Punch box will appearSelect Cancel DeductionSelect 60 min lunch deductSave
52Employee is Out on School Related Activity and No Clocks or Computer is Available Select the day employee was out on a school related activityKey in the in time. Example 1:00p to 4:30pAdd comment by right clicking time