Leave Representative Training

1
Leave Representative Training

• Presented By
• Lynett Cruise
• Kate Meserve
• Personnel Services
• Monday, November 24, 2003

2
Agenda

• Welcome and Introductions
• Fair Labor Standards Act
• Leave Abbreviations/Definitions
• Leave Manual
• Leave and Hours Worked Report
• Leave Entry into Web System
• Leave Production Reports
• Leave Reporting Hints
• Open Discussion/Questions

3
Fair Labor Standards Act

• Establishes Minimum Wage
• Provides for Overtime Pay
• Identifies Record-keeping Requirements

4
FLSA

• Two Pay Classifications
• Exempt
• Non-Exempt

5
Overtime

• Non-exempt employees are eligible to work
  overtime
• must physically work more than 40 hours in a work
  week
• Overtime Time and one-half
• (pay or compensatory time)
• Tech Work week is Saturday 1201am Friday
  1200am
• Supervisors approval required in advance to
• work overtime
• use overtime leave

6
Record-Keeping Requirements

• All employees
• Identifying information
• Day and time work week begins/ends
• Amount and date of total wages paid
• Non-exempt employees
• Regular hourly rate
• Hours worked each work day
• Total straight time and overtime due

7
Documentation at Tech

• Leave and Hours Worked Report
• Non-exempt
• Online Leave Report
• Non-exempt and Exempt
• Leave Entry Period
• 10th 16th of each month

8
Leave Codes
9
ADM Administrative
This code is used for jury duty, summons to court
or interviews at other state agencies.
Documentation (copy of summons or subpoena)
must be attached to leave report and retained in
department files.
10
A Annual Used
This code is used to reflect employees annual
leave usage. Example An employee goes on
vacation for a week. The employee puts 8A into
the Leave system on each day they were off from
work.
11
Annual Leave Accrual for Classified Employees
12
Annual Leave Accrual for Full-Time CY Faculty
13
AC Authorized Closings
This code is used when the university is closed
due to inclement weather, football games, or
other factors that may cause university
activities to be suspended. This can be full or
partial days. Example The university is
closed January 10th due to an ice storm.
14
ACW Authorized Closing Worked

• This code is used when an employee is required to
  work during an Authorized Closing.
• Essential or emergency personnel
• Compensatory leave expires after 1 year
• If a non-emergency employee works, they will
  not get compensatory leave.

15
ACU Authorized Closing Used
This code is used when an employee has earned
hours by working during an Authorized
Closing. Example An employee takes 6 hours off
January 20th for hours they worked when the
university was closed due to inclement weather.
16
CS Community Service
Provides classified employees up to 16 hours
leave each calendar year for service within their
communities.
17
CS Community Service

• Hands-on community service such as
• Volunteer fire departments or local charities
• Volunteer for public school activities
• To attend school functions for your children
• Cannot be carried forward from one leave year to
  the next, or paid out at separation

18
Compensatory Leave

• Holidays
• New Years Day - January 1
• Lee-Jackson Day - Friday before Third Monday in
  January
• Martin Luther King, Jr. Day - Third Monday in
  January
• Presidents Day - Third Monday in February
• Memorial Day - Last Monday in May
• Independence Day - July 4
• Labor Day - First Monday in September
• Columbus Day - Second Monday in October
• Veterans Day - November 11
• Thanksgiving Day - Fourth Thursday in November
• Friday after Thanksgiving Day
• Christmas Day - December 25
• Other days as designated by the Governor

19
H Holiday Used
This code is used by employees taking a holiday
on the date it occurs. Example An employee is
off work on July 4th.
20
W Holiday Worked
This code is used when an employee works during a
holiday. If the employee does not work the
holiday, the leave code needs to be changed from
W to H. The employee has until the holiday
occurs again to use it, otherwise it will expire.
21
C Compensatory
This code is used by employees who had worked a
holiday previously and took time off at a later
date. Example An employee works Labor Day and
uses compensatory leave to take October 1 off
from work instead.
22
MIL Military
This code is used for employees who are in the
National Guard or Reserves, or are Military
Retirees who are called to active duty. These
employees are allowed 15 days in a Federal fiscal
year (October 1-September 30).
23
OTE Overtime Earned

• This code is used when a non-exempt employee
  earns overtime compensatory leave for hours
  worked.
• Accumulated to a maximum of 240 hours
• May be carried over from year to year
• Overtime leave must be multiplied by 1.5 before
  entering into the leave system.

24
Overtime Example
An employee works 45 hours in a workweek. They
have earned 5 hours of overtime leave calculated
at the rate of 1.5 regular time. How many
hours of compensatory overtime have they earned?
Overtime leave earned is 7.5 OTE. (5 hours
overtime x 1.5 7.5)
25
OTC Overtime Compensatory Used
This code is used when an employee wants to use
overtime hours that they have earned. Example
An employee wants to take a day off and uses
overtime hours instead of annual leave.
26
STOT Straight-Time Overtime Compensatory Earned
This code is used when an employee earns
straight-time overtime (hour-for-hour) for
working over their normal work schedule.
Must be used within one year
27
STOT Example 1
Monday Work 11 hours Tuesday Work 8
hours Wednesday Holiday (8 hours) Thursday W
ork 8 hours Friday Work 8 hours How many STOT
hours?
3 STOT hours
28
STOT Example 2
Monday Work 11 hours Tuesday Work 8
hours Wednesday 8 hours Annual
Leave Thursday Work 8 hours Friday Work 8
hours 43 hours How can hours be adjusted
to equal a 40 hour work week?
Reduce annual leave to 5 hours.
29
SOTU Straight-Time Overtime Compensatory Used
This code is used when an employee wants to use
straight-time overtime hours that they have
earned.  
30
Old Sick Leave Plan vs. VSDP

• Employed prior to 1/1/99
• Earn 5 hours each pay period
• Carries over from year to year
• 48 hours of balance per year for family sickness
• Limited to 24 hours for each event or illness
• Comes off sick leave balance
• No short-term disability
• Must apply for long-term disability

• Employed after 1/1/99
• Receive 64 hours of personal sick per year
• No carry over from year to year
• 33 for family sickness if approved for FMLA
• Receive 32 hours of family personal per year
• Includes short-term disability
• Includes long-term disability
• Includes long-term care insurance

31
Old Sick Leave PlanS Sick Used
This code is used when an employee is off from
work because of sickness or doctors
appointments.
32
Old Sick Leave PlanFS Family Sick

• This code is to be used when employees are off
  with a family member who is ill.
• FS is credited on January 10th of each year
• Classified staff are credited with 48 hours
• Faculty are credited with 80 hours
• This is not additional sick leave - Family sick
  leave comes off of the employees sick leave
  balance.

33
Old Sick Leave PlanFS Family Sick
Example An employee is off work with a sick
child. The employee would put 8FS on the date
they were off work.
34
VSDPPS Personal Sick Used
This code is used when an employee is off work
for personal sickness or doctors appointment.
35
VSDP FP Family Personal Used
This code is used when an employee is off work
for an illness of a family member or they need to
take care of personal business.
36
VSDP - Full-Time Employees
37
VSDP Virginia Sickness Disability Program
This code is used when an employee is on
short-term disability provided by VSDP and
approved by CORE. Example Jane Doe has surgery
and CORE has approved her short-term disability.
38
VSDP Short Term Disability

• First five workdays must be covered with
  employees own leave
• Provides up to 6 months of job protection and
  income replacement
• Note If a holiday occurs while employee is on
  VSDP, change the H to VSDP on the leave entry
  system

39
Short-Term Disability Days of Income Replacement
40
VSDP - Responsibilities

• Employee Responsibilities
• Contact supervisor when out sick (anytime)
• Contact CORE at 1-800-652-5602
• NOTE Benefits will not be back-paid more than
  14 days
• Keep supervisor informed of status failure to do
  so could result in disciplinary action.
• Supervisor Responsibilities
• Remind employee to call CORE
• Keep Personnel Services informed of status
• Ensure Leave Reports are accurate

41
Return To Work

• Employee must have a Doctors note to return to
  work
• Doctor may recommend return with modifications
• These restrictions MUST be enforced.
• Examples
• Can only work 4 hours/day
• Can only lift up to 10 lbs.

42
Long-Term Disability

• After 6 months employee will go on long-term
  disability
• Will receive 60 percent of salary until return to
  work or to age 65
• Considered inactive on VT payroll
• Position can be filled

43
Family and Medical Leave Act

• Requires employers to provide up to 12 weeks of
  unpaid leave for
• Birth or adoption of a child
• Serious health condition of employee
• Serious health condition of family member
• Eligible employees
• Must have worked 1 year
• Must have worked 1250 hours
• Must have physician certification

44
Faculty Leave

• 1040 Sick Plan not required to report less than
  10 consecutive days.
• Restricted faculty earn 5 hours sick leave per
  pay period and must report all leave taken.
• Faculty are allowed to use up to 80 hours of sick
  leave per year for a family member.
• Faculty Family Leave provides faculty up to 80
  hours of family leave for the birth or adoption
  of a child.

45
LWOP Leave Without Pay

• Provides a means of documenting and defining
  periods of time an employee is not working and is
  not in a paid leave status.
• Submit Notice of Employee Leave of Absence
  Without Pay Form (P4B) if LWOP for more than 14
  consecutive calendar days.
• Send to Personnel Services ASAP

46
Leave Manual
http//www.ps.vt.edu/ leave/manual
47
Leave Reps Cornerhttp//www.ps.vt.edu/leave/reps

• Leave Entry Procedures
• Procedures for online Corrections
• Prior emails sent to leave reps
• HRIS Access Request Form