MU Extension new employee orientation

Reporting hours worked

In compliance with the Fair Labor Standards Act (FLSA), departments must maintain accurate daily records of work time for all nonexempt employees. Such records must document hours actually worked, rather than hours scheduled to work. Units must also maintain records of all absences (whether paid or unpaid) on both exempt and nonexempt staff employees.

Compensatory time

When a non-exempt employee works in excess of 40 hours in the same work week (defined by the university as Sunday through Saturday), the employee receives an accrual of time off to be taken in another week. This is accrued at time-and-one-half of the number of hours worked over 40.

Ex: Sheila works 42 hours in a workweek. She will complete her electronic time sheet with the 40 hours reported as regular hours, and report the two hours of extra work in the comp time section of the time sheet. The two hours of comp time will be calculated as time-and-a-half on the electronic time sheet.

Non-exempt employees should report all hours worked, including comp time hours on the electronic time sheet in the same week they were worked.

Remember to check with your supervisor to get approval before working any hours over your regular work schedule or before making any changes in your regular work schedule.

Overtime

When a non-exempt employee works in excess of 40 hours worked in the same workweek (defined by the university as Sunday through Saturday), the employee receives overtime pay (time-and-one-half). Because of budgetary constrictions, overtime is very rarely paid by MU Extension.

Flex time

Flex time is hours worked within a 40 hour workweek (defined by the university as Sunday through Saturday), but not necessarily within the "normal" schedule for that employee.

Ex: Jordan normally works 8 a.m. through 5 p.m. with a lunch break of noon to 1 p.m. each day. One day, Jordan works until 6:00 pm to complete a project. Jordan may leave an hour early or arrive an hour late another day in the same workweek to work a total of 40.

Because of the nature of their work (facilitating programs until late in the evening, working during the weekends, etc.) exempt employees may often follow a flex time schedule. In order to ensure a supportive and team environment in your office, communicate to applicable office workers about your flex schedule and/or allow them to view your electronic calendar.

To learn more about compensation policies, click on the link below:
http://extension.missouri.edu/hr/index.html#Compensation

To test your knowledge on reporting hours worked, take the short quiz below:

1. True or False
You are a non-exempt employee. You work 42 hours in one work week. You complete your time sheet with 40 hours, but it’s OK to not report the two hours extra that you worked.

Answer: False
You should report all hours worked. Report any hours worked over your regular schedule in the comp time section of the electronic worksheet.

2. True or False
You are an exempt employee. When you are working in the office, you normally work 8 a.m. – 5 p.m. On this particular day, you have to be out of the office presenting a program. The program will take place up through the evening hours. You work until 10 p.m. that night presenting the program. You come into the office the next day at 10 a.m., utilizing the flex time schedule. This is OK to do.

Answer: True
This is a correct way to utilize the flex time schedule. Remember to stay in touch with those in your office as much as possible to let them know when your schedule will be different than normal.

3. True or False
As a non-exempt employee of the university, you can choose whether to have your overtime paid to you in comp time or overtime pay.

Answer: False
University departments and divisions may choose to pay their non-exempt employees in either comp time or overtime pay. Extension pays its non-exempt employees in comp time.

4. True or False
You are a non-exempt employee who works with several exempt employees. You note on the calendar of one of the exempt employees that he is following a flex schedule, and due to a work event the evening before, he will be in this day at 10 a.m. The exempt employee doesn’t come to work until 10:30 a.m. (a half hour late, according to his calendar) on this day. It is OK for you to chastise that employee for not sticking to what he had scheduled on his calendar.

Answer: False
Remember flex time is flexible time. The program the evening before may have run longer than planned. You will establish a better team work environment by understanding that exempt employees’ schedules should be allowed some "give and take."