SPA Time, Attendance

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• SPA Time, Attendance
• And Basic Leave Policies

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Time, Attendance and Basic Leave

• The policies presented here pertain to SPA Exempt
  and Non-Exempt employees only.
• Please see other links for EPA Non-Faculty Leave
  Policies and SPA/EPA Non-Faculty Special Leave
  Programs.

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What We Will Cover

• Fair Labor Standards Act (FLSA)
• Policies and procedures for Overtime Pay, Equal
  Time, and Shift Premium
• The policies and procedures pertaining to sick
  and vacation leave
• How leave is earned and how it can be used

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FLSA

• The Fair Labor Standards Act
• establishes
• Minimum wage
• Overtime pay
• Recordkeeping
• Child Labor Standards
• FLSA governs full-time, part-time, private, and
  public employees.

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FLSA

• Two designations of SPA (Subject to the State
  Personnel Act) employees include
• Exempt SPA employees (exempted from FLSA overtime
  provisions)
• Non-Exempt SPA employees (subject to overtime
  provisions)

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FLSA

• Exempt SPA employees

Generally work in administrative, managerial and
professional positions.
Must complete monthly leave sheets to track use
of vacation, sick or other forms of leave.
Are not eligible for overtime pay, compensatory
(comp time) pay.
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FLSA and State Policies

• Non-Exempt SPA employees who work beyond 40
  hours in a workweek may accumulate Overtime to be
  used for future time off at a rate of one and
  one-half hours for each hour worked beyond 40
  hours in a workweek.
• Compensatory time may be accumulated up to a
  maximum of 240 hours and must be taken within
  twelve months from the date the overtime is
  performed.
• See University Policy 60 Overtime Work for more
  details.

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FLSA and State Policies

• If Non-Exempt SPA employees travel for business
  purposes, and the actual travel takes place
  beyond the regular 40-hour week, employees are
  granted Equal Time.
• The amount of Equal Time granted equals the total
  amount of travel time beyond the normal 40-hour
  week.

• Equal Time should be considered as time earned
  and may be taken off on a straight-time basis.

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FLSA and State Policies

• Non-Exempt SPA employees may be awarded Shift
  Premium Pay if more than half of the scheduled
  working hours occur between 4 pm and 8 am on a
  regularly recurring basis.
• Shift Premium Pay is awarded for all hours
  worked.

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FLSA and State Policies

• Non-Exempt SPA employees must submit a Time Sheet
  to their supervisors at the end of each month.
• Remember, Time Sheets are official documents.
  Employees
• Should not keep alternate or secondary time
  records.
• Should not submit Time Sheets that do not
  accurately reflect the actual time worked.

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FLSA

• The Bottom Line
• Time Sheets are legal documents. Supervisors
  should only sign leave/time documents that
  accurately report all time worked by employees.

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Sick Leave

• Sick leave is granted to leave earning employees
  who are in pay status for one half or more of the
  regularly scheduled workdays and holidays in the
  pay period.

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Uses of Sick Leave

• Illness or injury
• Medical appointments
• Temporary disability due to childbirth
• To care for member of immediate family

• Donations to a member of the immediate family
  under Voluntary Shared Leave
• Adoption of a child, limited to a maximum of 30
  days for each parent

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Definition of Immediate Family
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Accumulation of Sick Leave

• Sick leave is accumulated indefinitely in the
  employees sick leave account for the duration of
  his/her employment.

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Verification of Sick Leave

• To avoid abuse of sick leave privileges, the
  supervisor may request a statement from a medical
  provider or other acceptable proof.

Statement from Medical Doctor
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Leave Charges

• Only scheduled work time shall be charged in
  calculating the amount of leave taken.
• Leave to be exhausted shall be in 15 minute
  increments.

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Benefits Continue During Sick Leave

• When exhausting leave an employee continues to
  accumulate leave, is entitled to holidays and is
  eligible for salary increases during that period.

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Sick Leave Transferable

• Sick leave may transfer between most state
  agencies.
• There are specific guidelines for transferring
  agencies, and the agency head must be willing to
  accept liability.

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Separation/Reinstatement
Unused Sick Leave Shall Unused Sick Leave May
Separation Not be paid in terminal leave, Be entered as separation, and Be deducted from final salary check in 15 minute increments if overdrawn. Be applied towards retirement if eligible to retire within five years and participating in TSERS
Reinstatement Be reinstated when employee returns from authorized leave without pay, and Be reinstated when employee returns within five years from any type of separation Be reinstated when an employee returns to State employment within five years from SPA employment with a local government, public school, community college, or technical institute

•  

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Retirement Credit

• One month credit is allowed for each 20 days of
  sick leave.
• Hours may be obtained from the MyCat system
  accessed from the WCU website.

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Sick Leave Records

• Western will
• Maintain monthly records of sick leave for each
  employee.
• Retain leave records for all separated employees
  for a period of at least five years from date of
  separation.

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Vacation Leave
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Vacation Leave Policy

• Vacation leave is credited to employees who are
  in pay status for one-half or more of the
  regularly scheduled workdays and holidays in the
  pay period.

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Vacation Leave Credits
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Scheduling Leave

• Vacation leave shall be taken only upon
  authorization of the supervisor (or designee).
• Employee preference should be considered and
  schedules worked out bearing in mind individual
  university needs.
• Supervisors should ensure leave is available for
  their employees

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Uses of Vacation Leave

• Vacation
• Other periods of absence for personal reasons
• Absences due to adverse weather conditions
• Personal illness (in lieu of sick leave

• Illness in the immediate family
• Time lost for late reporting
• Donations to an employee within the same agency
  or an immediate family member in another agency

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Accumulation of Vacation Leave

• Vacation leave may be accumulated without any
  applicable maximum until December 31 of each
  year.
• On December 31, accumulated leave in excess of
  240 hours will be converted to sick leave.
• Payment for accumulated leave (upon separation
  from employment) shall not exceed 240 hours .

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Leave Charges

• Charged leave shall be in 15 minute increments.

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Benefits Continue During Vacation Leave

• When exhausting leave an employee continues to
  accumulate leave, is eligible to take sick leave,
  is entitled to holidays and is eligible for
  salary increases during that period.

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Options During Leave Without Pay

• An employee going on leave without pay may
  exhaust vacation leave or may retain part or all
  accumulated leave, except

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Leave Request Handling

• When an employee requests leave for vacation
  purposes, all accumulated vacation leave shall be
  exhausted before going on leave without pay, or
• When an employee requests leave for other
  personal reasons for a period not to exceed 10
  workdays, leave shall be used if available. If
  longer than 10 workdays, the employee may choose
  to use vacation leave or retain it for future use.

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Separation Pay for Leave

• Upon resignation, dismissal, reduction in force,
  or death, accumulated vacation leave is paid in a
  lump sum not to exceed 240 hours (prorated for
  part-time employees).
• Date of separation is the last day worked.

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Overdrawn Leave

• Overdrawn leave will be deducted from the final
  salary check.

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Retirement Contribution

• Retirement deductions shall be made from all
  leave payments.

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Bonus Leave

• Bonus Leave is sometimes granted to employees in
  lieu of or in addition to a legislative salary
  increase.
• Bonus Leave may be used for any reason or
  retained until separation or retirement.
• Bonus Leave used or paid out will have a
  retirement contribution deducted.
• Bonus Leave effective dates occurred in September
  2002, July 2003, and September 2005.
• See Bonus Leave in the State Personnel Policies

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You have reached the end of this presentation.
For details on the policies mentioned in this
presentation, please see the web links contained
in this module, or contact the Office of Human
Resources at extension 7218.