presented by Department of Human Resources

Hours of Work

Employee Status

Alternate Work Schedules

Fair Labor Standards Act

Leave Reporting

School Assistance & Volunteer Service Leave

Civic and Work-Related Leave (Administrative)

Holiday Schedules

Inclement Weather Procedures (Emergency Closings)

Normal work hours Monday – Friday 8:00 a.m. to 5:00 p.m. Some departments have alternate schedules for

business reasons

Lunch period is 12:00 p.m. – 1:00 p.m. May vary for business needs Mandatory Lunch Period

Employees must be informed of work schedule by supervisor

Full-Time Employees40 hours per week for 12 months per year

Quasi-Full-Time Employees32 – 39.9 hours per week for 12 months per year or;40 hours per week for 9, 10, or 11 consecutive mths per year

Part-time Salaried EmployeesWork 20 – 31.9 hours per week for 12 months per year or;Work 9, 10, or 11 consecutive months per year for at least 1040 hours annually but less than 32 hours per week (1664 hours per year)

Wage (hourly) Employees 29 hours or less per week includes:

◦ 1500-hour wage◦ Student wage◦ Part-time Administrative/Professional Faculty◦ Adjunct Faculty◦ Others as determined by HR

May grant one 15-minute rest break before and one 15-minute rest break after required lunch period

included in required hours of work employee may be called off break to attend to

agency business breaks may not be combined not used to extend lunch period not to be used to cover late arrival or early

departure

Work schedule other than Mon – Fri 8am-5pm May involve rotating shifts, compressed work

week, etc. May be developed to allow departments to

provide services outside traditional hours of work police, housekeeping, library, etc.

Must not impede agency operations Must not result in employee working less than

his/her prescribed number of hours during a work week

Will not necessarily result in compensatory time or overtime pay

Most alternate work schedules are inherent with hiring process for some positions police, housekeeping, library, etc.

Some alternate work schedules may be temporary in nature for business or personal reasons

Develop work agreements◦ making changes◦ duration of alternate schedule◦ managing leave and holidays◦ emergency closings

Alternate work agreements may be terminated at any time

Give advance notice if possible but advance notice is not required

Non-exempt employees must account for a 40-hour work week

Alternate work agreements must be signed w/copy to HR

FLSA governs: the federal minimum wage law overtime laws tests for exempt & non-exempt

determinations and other labor laws

Includes Pay Band 1, 2, 3 and most positions in Pay Band 4 HR determines exempt/non-exempt

status of PB 4 positions◦ white-collar rules of FLSA

Overtime pay = 1½ half times regular rate of pay for hours worked over 40 hours worked in work week

Employee accounts for an 8-hour work day plus any additional hours

Overtime is based on a 40 work week 12:00 am Saturday – 11:59 pm Friday

◦ exceptions for Police, Dining Services, Power Plant

◦ personal leave & holidays do not count towards 40 hours work requirement

◦ includes annual, sick, comp, recognition, etc. OT must be approved in advance If worked without approval still must pay

◦ disciplinary action may be warranted

Not eligible for overtime

Does not earn compensatory leave unless work on scheduled day off (weekend, holiday)

Includes: some Pay Band 4 & all in 5 – 9 all A/P and T&R Faculty

Banking time to avoid paying overtime or save for later use is illegal under FLSA and a violation of RU policy

RU Policy requires overtime pay for non-exempt employees

does not provide for time-and-a-half leave do not confuse overtime requirements and

compensatory leave earned

Who must report hours worked and/or leave using the online leave reporting system?

full-time Classified Staff

includes quasi- and part-time classified

full – time A/P Faculty

Leave is reported using Self-Service Banner

Non-exempt employees report all hours worked and leave taken

system calculates overtime & comp earned

Exempt employees report leave taken or compensatory leave earned

Employee must complete timesheet as soon as possible at the end of the pay period

pay periods end the 9th & 24th may submit timesheet to supervisor early if

employee will be away

Supervisor must approve/submit timesheet by the closing date for the pay period

listed at Time Reporting channel on the HR portal timesheet should not be submitted early to HR allow for final changes prior to submission

Employees do not click the Next button to complete the entire pay period

Supervisor approves timesheet early because employee submits it early and then there is a correction to be made

Employee uses the back button on the browser and receives an Error message on the timesheet

Supervisor does not set up a proxy in the event he/she is absent

Supervisor may adjust work schedule to avoid OT or comp time

If employee works 10 hours on Monday the supervisor may have the employee work 6 hours another day during the workweek to keep the employee within 40 hours for the work week. ◦ Report correct hours worked/leave taken each day

worked◦ If employee worked 10 hours on a work day, the

timesheet/leave report must reflect 10 hours worked.◦ Averaging work hours is a violation of FLSA

Employees are responsible for knowing their personal leave balances

balances maintained on Self-Service Banner

Supervisor may deny leave if employee has insufficient balances or for business reasons

supervisor has access to employee leave balances

may consider LWOP for personal reasons

request for LWOP should be pre-approved

RETURN TIME

This option allows the employee to recall his/her timesheet to make a correction if an error is noticed after submitting the timesheet to your supervisor.

Supervisors may also use this option to return the timesheet to the employee for correction.

 

REPORTING HOLIDAY WORKED

Employees working a designated holiday are eligible to receive up to 8 hours compensatory time.

If the employee works more than 8 hours on the holiday enter 8 hours Holiday Worked and the remaining hours as regular hours worked.

Example: Employee who worked 9 hours on a designated holiday would code 8 Holiday Worked and 1 Regular Worked

PROXY TIMESHEET APPROVALSupervisors may designate a proxy to approve Banner leave timesheets in his/her absence.

If you have not set up a proxy please do so as soon as possible.

Also ensure your proxy is aware in advance that he/she may need to approve timesheets in your absence.

Failure to designate a Proxy or inform a designated proxy of the need to approve leave timesheets creates unnecessary delays in the timesheet certification process and real-time leave accrual for the employee.

Agency may grant up to 16 hours off with pay each leave calendar year

Provides volunteer services through eligible non-profit organizations within or outside his/her community

Requires supervisor approval

May require written verification from an official of the service organization or school

Agency should attempt to approve leave when requested

May be denied if leave creates adverse impact on the work unit

Agency must permit employee to be absent from work if:

summoned for jury duty subpoenaed or summoned to appear in court as a

witness or crime victim serve as an officer of election accompany minor child if child is required to

appear in court

Documentation required & must be sent to HR

Agency may grant leave to employees who: interview for other state positions participate in resolution of work-related

conflictsOnly actual time plus travel time allowedSupervisor may require written verificationComments should be included in the

employee’s timesheet for HR

State HolidaysNew Year’s Day

*Lee-Jackson Day Martin Luther King, Jr. Day *George Washington Day

Memorial Day Independence Day

Labor Day *Columbus Day & Yorktown Victory Day

*Veterans DayThanksgiving Day

The day after Thanksgiving Christmas Day

–

RU operates an alternate Holiday ScheduleDoes not observe: Lee-Jackson Day George Washington Day Columbus Day & Yorktown Victory Day Veterans Day

RU observes four workdays after Christmas Day

Other workdays as designated by the Governor or the President of the United States

Whenever University operations are affected by

inclement weather,natural disastersor other factors

which cause operations to be suspended or curtailed

Agency Head or designee determines start and end time of authorized closing

classes may be cancelled-----

operations officially suspended-----

may be entire or partial day or shift -----

essential personnel required to work-----

non-essential not required to work

Designated employees to report to work or use personal leave if absent

Designated employees who work during an authorized closing earn compensatory time

May involve overtime pay

May involve schedule adjustments

Contact Pam Lucas at 831-6110 Leave Analyst

pslucas@radford.edu