1. WS/FCS TIMEKEEPING RULES AND REGULATIONS

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

3. WS/FC Schools Financial Services Department 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

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

5. WS/FC Schools Financial Services Department 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

6. WS/FC Schools Financial Services Department Non-exempt Employees Time Worked Includes 1. All time at assigned duty station(s) 2. Lunch, if not duty-free (providing a lunch break is NOT a legal requirement) 3. Reasonable break times (providing break time is NOT a legal requirement) 4. Driving time, if other than normal daily commuting

7. WS/FC Schools Financial Services Department Non-exempt Employees Time worked does NOT include: 1. Leave days/time off 2. Holiday time off 3. Duty-free lunch, if at least 30 minutes 4. Time away from duty station, if before or after normal work hours, and if not actively engaged in work duties

8. WS/FC Schools Financial Services Department 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

9. WS/FC Schools Financial Services Department 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

10. WS/FC Schools Financial Services Department 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.”

11. WS/FC Schools Financial Services Department 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)

12. WS/FC Schools Financial Services Department 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

13. WS/FC Schools Financial Services Department 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)

14. WS/FC Schools Financial Services Department 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

15. WS/FC Schools Financial Services Department 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

16. WS/FC Schools Financial Services Department 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

17. WS/FC Schools Financial Services Department 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

18. WS/FC Schools Financial Services Department 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

19. WS/FC Schools Financial Services Department 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

20. WS/FC Schools Financial Services Department 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!)

21. WS/FC Schools Financial Services Department 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

22. WS/FC Schools Financial Services Department 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

23. WS/FC Schools Financial Services Department 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

24. WS/FC Schools Financial Services Department 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

25. WS/FC Schools Financial Services Department 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

26. WS/FC Schools Financial Services Department 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

27. WS/FC Schools Financial Services Department 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