Wage & Hour Training. Fitness Management Department 2016

Transcription

1 Wage & Hour Training Fitness Management Department 2016

2 Recording and Acknowledging the Accuracy of Your Time Handling Unplanned Hours Outside of Your Scheduled Shift Handling Overtime Hours Handling Group Fitness and Personal Training Outside of Regular Hours Handling Catch Up Payments Addressing Work-Related Travel and Professional Development

3 The Overview Since 2004 Administrative Exemption Professional Exemption Executive Exemption AND $23,660 Effective 12/1/2016 Administrative Exemption Professional Exemption Executive Exemption AND $47,476

4 The Overview The change is effective (for us) on 11/19/2016. All staff making less than $47,476 will be reclassified as hourly/nonexempt. As an hourly employee, the expectation is to keep your work hours to 40hrs/wk. Your wages will not change; your classification of employee type will change. Divide your salary by 2080 to confirm your hourly wage. For now, if you are teaching/training outside of your regular schedule, you can continue that work. NIFS will monitor the amount of overtime paid for that circumstance and evaluate if we need to make change. We will pay hourly employees per minute worked. Client contacts have been notified about this change.

5 Recording and Acknowledging the Accuracy of Your Time For Employees: We are counting on you to accurately record all of your time worked. Step 1: Submit your hours in webclock to acknowledge the accuracy of your time. Step 2: Send your payroll supervisor a bi-weekly acknowledging that you have entered your time correctly for the pay period. Hi Bethany - I submitted my hours in webclock for the pay period. They are complete and include all of the hours I worked this pay period. I have no unreported hours for this pay period. A few things to reminders: No punch in/punch out YOU need to enter your own time Full time hourly employees are expected to work no more than 40 hrs per week. Time spent away from work answering s/texts about work is considered work time and is not allowed. Salaried staff should avoid communicating with peers about work outside of work hours.

6 Enter your time as a percentage of minutes worked..65 = 65% of 60 minutes = 39 minutes.10 = 10% of 60 minutes = 6 minutes.25 = 25% of 60 minutes = 15 minutes Your week should add up as closely as possible to 40.0 hours per week. On/after 11/19/16, you will use HRLY as your primary type in webclock to drive your hourly rate. If you log your work in other hourly areas (such as teaching group fitness) that time should be logged under a different type code. When you take paid time off, you will use the same suffixes you ve used as a salaried employee, but you ll pull from the HRLY listing such as HRPTO, HRVAC, and HRBNS. Paid time off will be logged in 8.0 or 4.0 hr increments.

7 For clock user, select Employee Week Time Card.

8 Recording and Acknowledging the Accuracy of Your Time Breaks Rest periods of 20 minutes or less are compensable and should be logged in webclock. Meal breaks are not compensable if: The break is 30 minutes or longer in duration, and The employee is relieved of all duties. Take a lunch Take it away from the fitness center Take minutes State laws vary on break time, so please talk to your supervisor about how your breaks should work. Take a break. This is new for some of us and it wasn t mandatory before. It is now mandatory. You don t have to eat on the break, but you do need to break from the work. Because you are in environments that you control, you will need to manage this effectively for yourselves and your staff.

9 Recording and Acknowledging the Accuracy of Your Time Posting Hours in the Fitness Center Historically we have posted all staffed hours. Because your schedules may fluctuate with the need to manage schedules to overtime restrictions, we need to adjust wording on the posted hours. This will vary by location, but some options include: NIFS staff are typically onsite during the following hours. However, their schedules may vary. Typical Staffed Hours: Other ideas?

10 Recording time for per diem staff who can t or don t access webclock We will need a record of the employee s time worked as recorded by the employee. A template will be provided for this purpose; supervisors will need to train their staff how to accurately record their time so that it can be accurately entered into weblock. Save the paper record in the employee file. (Scan it and save it electronically if you prefer.)

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13 How wages work for Group Fitness Instructors GFI s are paid on a piece rate which means they are paid for the job of teaching the class. Their rate is inclusive of the time needed to do the job. It also accounts for their prep time. During GFI interviews, you MUST ask how much prep time the applicant thinks he/she will need to teach the class for which they re interviewing. If they respond with more than or close to 2hrs per class, then the GFI is not a good fit and should not be hired. Why: The piece rate needs to at least meet minimum wage.

14 Recording and Acknowledging the Accuracy of Your Time For Supervisors: You MUST save copies of work schedules. You MUST save electronic copies of all communication about schedule changes. You MUST save the biweekly from your employees acknowledging that they have accurately submitted their worked hours for the pay period. You MUST allow your hourly full time staff to log their own time. It is against company policy to record their time for them. The only thing you should be doing with an employee s time is correcting mistakes and approving it.

15 Handling Unplanned Hours Outside of Your Scheduled Shift Example #1: You wake up sick on Tuesday and need to work the coverage process to get your shift covered. You spend 30 minutes texting, waiting for your peers to respond, and notifying your client of the changes for the day. The rest of the day is a personal day. How to handle it: Mark Tuesday as a full 8.0hr personal day. You return to work on Wednesday and work the rest of the week. Outline how you will pull 30 minutes out of your planned schedule and notify your supervisor as well as your client, if appropriate.

16 Handling Unplanned Hours Outside of Your Scheduled Shift Example #2: You re getting ready to leave for the afternoon on Friday and a member stops you for a conversation before leave. The chat lasts for 20 minutes past your typical 8 hour day. Note: OT is paid (in most states) by exceeding 40 hours per week. How to handle it: If you work an extra 20 minutes on Friday, we will pay you for the overtime that week. The following week it needs to be accounted for by removing 1.5x the OT from the week. 1.5x20 = 30 minutes Outline how you will pull 30 minutes out of your schedule the following week and notify your supervisor as well as your client, if appropriate.

17 Handling Overtime It will happen, but it shouldn t happen on a regular basis. If it is, we need to talk through the circumstances creating that environment so we can make responsible adjustments. If you know about potential repeat circumstances that are occurring now, let s talk about them before we flip the switch to hourly tracking. Communicate, communicate, communicate. Open and frequent communication between staff and supervisors will head off a lot of potential mix ups. Be open, be vocal, and be focused on solutions.

18 Handling Overtime If your client requests your support for an event/activity that might lead to overtime: Listen to the request and ask for time to talk to your supervisor about the activity. Do not bring up overtime at the initial discussion. Talk to your supervisor and proactively suggest options for how to potentially meet the client s request Once a decision has been made on how to proceed with the event, document the confirmed understanding for all parties.

19 Handling Group Fitness and Personal Training Outside of Regular Hours For our Full Time Employees: The work is similar enough to the work you do on straight time that we must consider it an extension of that work and therefore classify any time over 40 hours per week as overtime. We may have some changes in how your time for group fitness and personal training is logged to help Ann better keep track of accurate OT payments. All prep time for group fitness and personal training MUST be done inside your regular work day.

20 Handling Catch Up Payments Only relevant for employees paid by commission. Personal training wages are not commission as defined by the FLSA.

21 Addressing Work-Related Travel and Professional Development For hourly employees, we have several considerations: The first trip in to the office and the last trip home are not compensable. Any trips between your first and last are compensable and should be considered part of your worked hours. Much of your time spent in professional development (and possibly getting to/from the event) is potentially compensable. It doesn t change how you complete your request form; it changes how I budget for professional development. We re not training on details it s too much. There is a cheat sheet from the Dept. of Labor and there s WorkSmart.

22 Your resources The Intranet under Forms & Tools Wage and Hour Information Recorded webinars Log sheets Updated job descriptions Handbook policy update FLSA cheat sheets Your supervisor and leadership team We cannot possibly have thought of everything there are far too many unique circumstances by client. Please ASK questions. This is a big change and it s going to take all of us understanding the same things to make a positive transition.

23 Your next steps Digest what you ve learned. Write down your questions write down as many as you can. Attend the 11/14 Q&A webinar. If you can t attend it, me with your questions or schedule a call with me. Familiarize yourself with the expected documentation per pay period. Make sure you have the required employment posters displayed in your workplace. (Intranet Worksmart & Payroll Info Employment Posters) Sign and turn in your updated job description and the handbook policy update (forthcoming) to Bethany no later than 11/11/16. On 11/19, make the switch. Be patient with yourselves and your supervisors while we all work to understand the practical implications.