Correcting and Updating FLSA Status in HRS
OverviewThis document identifies how to correct the FLSA status for FA/AS/LI hourly employees and employees with one or multiple positions. These employees are paid for the hours worked as recorded through the Time & Labor system.
The FLSA status in HRS is defined on the Job Code table. For FA/AS/LI Job Codes, the default FLSA status is EXEMPT. The Pay Basis for the majority of FA/AS/LI employees is either Annual or Academic. Due to the Federal FLSA Regulation changes, it is appropriate to pay some employees using an hourly Pay Basis. The FLSA status will default to EXEMPT when the job code on the position is entered. For FA/AS/LI hourly, the FLSA status needs to be changed to NON-EXEMPT on the Position and then on the Job.
Due to the Federal Regulation changes that were effective 1/1/2020, the FLSA Status is based on person NOT job. Therefore, if an employee has 4 active jobs, all 4 jobs must have the same FLSA Status. The FLSA Status should be determined based on the employee's primary job and other jobs should follow that FLSA Status.
- When the FLSA status needs to be changed on the Position for someone with a single position. Changing the FLSA status requires the use of Correction access to the Position Data Page. If the FLSA status is changed only on the job data row using correction instead of on the position, the Time and Labor enrollment process will not pick up the employee.
- If there are rows added to the Job Data page after the initial row with the incorrect FLSA value, these rows will also need to be updated with the correct value.
- If the Job Code is changed, the FLSA Status will reset to the default value and must be changed again, if appropriate.
- You can run the FA/AS/LI Hourly Audit Report to see which employees need to be changed. See Running the FA/AS/LI Hourly FLSA Exempt Audit Report in HRS .
- Due to the 1/1/2020 FLSA Federal Regulation changes, if an employee has more than one active job record the FLSA Status will need to be consistent through all job records because FLSA Status is based on Person NOT Job. To determine FLSA Status for multiple active job records, review the following:
- Employee's primary job based on the HRS Primary Job
Indicator field, Benefits Primary field and/or FTE.
- Employee's combined salary for all active jobs. If the combined salary is below the FLSA Threshold Exemption Amount $35,568 (based on the 1/1/2020 Federal Regulations), then the user needs to determine if the FLSA Status should be Exempt or Non-Exempt. If the employee is under threshold amount AND it is believed the employee should be Exempt, then the FLSA Threshold Exemption reason needs to be added in Job Data. If it is determined the FLSA Status should be considered Non-Exempt then the rate of pay may need to be changed from monthly to hourly.
Instructions For Correcting FLSA Status for FA/AS/LI Employees to Non-Exempt
Navigate to Organizational Development > Position Management > Maintain Positions/Budgets > Add/Update Position Info. Enter the Position Number and insert a row with the correct effective date (or if available use Correct History), change the FLSA status to NON-EXEMPT. (Because this change is made in correction mode, the incumbent job data record will not be updated.)
On the first tab "Description" click on the USA flag at the bottom of the page to view the FLSA Status field. Click on the drop down and select Non-Exempt.
Navigate to the Job Data Page: Workforce Administration > Job Information > Job Data , search for the employee and select Include History. On the Work Location tab NOTE the Effective Date of the hire row which should contain the position number being corrected.
Click the plus button to add a new row. Enter the Effective Date of the original row. Enter "1" as the Effective Sequence. (If there already are additional Job Data rows entered, the Effective Sequence number on the new row must be one number higher than the latest row's Effective Sequence number.) Select the Action of "Position Change" and the Reason of "Change FLSA Status."
Highlight the position number and cut the value (Crtl X), then use the Tab key to tab out of the field.
This will "open" all the fields related to the position on the Job Data page as shown on the Work Location and Job Information tabs.
Click in the Position Number field and Paste (Ctrl V) the position number back into the field.
Tab out of the Position Number field using the Tab key. The new position values are refreshed as shown below on the Work Location and Job Information tabs.
Navigate to Job Data: Workforce Administration > Job Information > Job Data enter in EMPLID and Job Record
Review ALL Active job records and the FLSA Statuses associated with each record - if only one active job record exists, skip bullet 1 and 3 below.
Determine the primary job of the employee and notate the FLSA Status
- Ensure that the Primary FLSA Status is consistent with FLSA regulations
- If the employee makes more than $35,568 annually based on all active jobs, then the FLSA Status can be Exempt.
- If the employee makes less than $35,568 based on all active job records AND the Primary Job code is exempt from FLSA regulations - aka Doctor, Teacher, Lawyer, etc, then the FLSA Status can be Exempt. However, the FLSA Threshold Exemption field in Job should be updated. See KB 99403
- If the employee makes less than $35,568 based on all active job records AND the Primary Job code is NOT exempt from FLSA regulations, then the FLSA Status should be Non-Exempt
- Review other active FLSA job statuses to ensure they are consistent with the primary job's FLSA status. If the FLSA Statuses are accurate AND consistent, no further action required. If inconsistent or inaccurate due to FLSA Regulations, proceed to step 3 below.
- Determine the primary job of the employee and notate the FLSA Status
Copy the Position Number(s) for the employee where the FLSA Status is inconsistent with the employee's primary job
Navigate to Add/Update Position Info: Organizational Development > Position Management > Maintain Positions/Budget > Add/Update Position Info
Enter in Position Number
Insert a row
Enter in Effective date which should be the first of the following month. Ex: If this report was run on 3/23/2020, then the Effective date in Add/Update Position should be 4/1/2020
Reason should be "070" - "Change FLSA Status"
Select the USA flag at the bottom left
Update the FLSA Status to Nonexempt or Exempt as appropriate
Select the Specific Information tab
Ensure that Update Incumbents is checked
Select the Budget and Incumbents tab
Select Job Data link in the Current Incumbents section - Job Data will pop up
Insert a new row with an Effective Date that matches the date used in Position
Update the Effective Sequence to 1
- Action = "Pay Rate Change"
Reason = "Different Pay Basis"
Select the Job Information tab in Job Data
Select the USA Flag, ensuring the correct FLSA Status pulled in properly. "If not, go to Work Location and insert a row with the current date as the effective date and delete out position, exit the field and re-add the position. This should refresh the FLSA Status field.
Go to Compensation tab
Update the compensation rate to the appropriate rate (monthly or hourly)
- Change Frequency to H for hourly or M for monthy
- Select Default pay components
- Update the Rate Code to NAHRLY for hourly or NAANNL for annual
- Enter in Comp Rate (based on Hourly or annual rate)
- Converting Hourly to non C-Basis Monthly: Take most recent hourly Comp Rate * 2080 (number of hours for a FT employee) = New Comp Rate
- Converting Hourly to C-Basis Monthly: Take most recent hourly Comp Rate * 1560 (number of hours for a FT C-Basis employee = New Comp Rate
- Converting 9M C-Basis Monthly to Hourly: Take most recent Comp Rate / 1560 (number of hours for a FT C-Basis employee) = Hourly Rate. If any digits appear after the 2nd decimal, round up. Ex: $17.121348 would be $17.13.
- Converting non C-Basis Monthly to Hourly: Take most recent Comp Rate / 2080 (number of hours for a FT employee) = Hourly rate. If any digits appear after the 2nd decimal, round up. Ex: $17.121348 would be $17.13.
- Select the Calculate Compensation button (5)
- Select Save
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