Letter to Impacted Staff 9/30/2016

From: Brockman, Sylvia
Sent: Friday, September 30, 2016 7:12 PM
Cc: Hr-Compensation, .
Subject: FLSA Implementation

As communicated in a June 2, 2016 email, Wright State University is ready to begin implementing the recent Fair Labor Standards Act (FLSA) regulation changes. As a reminder, the Department of Labor (DOL) made changes to the FLSA, which controls the federal rules and regulations for overtime compensation. Essentially, any employee earning less than $47,476 per year will be eligible to receive overtime pay at the rate of one and one-half times their hourly rate for any hours worked over forty (40) in any given work week. The previous salary threshold was $23,660.

To be compliant, Wright State University will need to transition approximately 250 employees from Unclassified Salary (exempt) to Unclassified Hourly (non-exempt) with an effective date of December 1, 2016. You have been identified as one of these employees.

As an Unclassified Hourly, non-exempt employee, you will need to begin recording your hours worked and leave time via the timesheet bi-weekly schedule.  You will be compensated for all hours worked and recorded including overtime pay for hours exceeding 40 hours within a week.  Overtime will be compensated as one and one-half times your hourly rate of pay for each hour worked.

We want to assure you that this change will, in no way, adversely reflect the value or level of your work, or your importance to the University.  The change of your position to non-exempt is necessary to comply with the DOL regulations and it provides you with wage and hour protections that you did not have as an exempt employee.

To assist you with understanding the changes that will occur, we have prepared the following:

1. Training Video – Fair Labor Standards Act, 2016 Changes

https://wrightstate.hosted.panopto.com/Panopto/Pages/Viewer.aspx?id=05e096c4-ec4f-42f2-b1b3-4a6b3211f00d

2. Open Meetings – FLSA: Transitioning to Hourly

Format:  30-45 minutes presentation followed by Q&A
Thursday, October 6        9:30 a.m. – 12 p.m.          Discovery Room, Student Union
Friday, October 14           9:30 a.m. – 12 p.m.          Discovery Room, Student Union
Monday, October 17        2:00 p.m. – 3:30 p.m.       Discovery Room, Student Union

3. Training Video – Staff Time Entry for Employee

http://www.wright.edu/static/cats/wrc/videos/employee/staffTE.swf

4. Training Video – Approving Staff Time for Manager

http://www.wright.edu/static/cats/wrc/videos/employee/timeapprovalnew.swf

5. Payroll Deduction Chart

Paycheck Dates

As you will see from the video presentation, after your last salaried paycheck on November 30, 2016, you will need to complete your first timesheet for December 1 and 2.  These two days will be paid on December 9.  Then on December 22, you will receive a full 2 weeks’ pay for December 3rd through 16th.  Your next paycheck will be January 6, 2017. 

One-Time Vacation Payout Opportunity

Since January 6 is one week beyond your previous salaried December 31 paycheck, we are offering you a one-time opportunity to receive a vacation payout in December.  This is optional, and is being made available to assist you with financial planning during December.  You may elect to be paid for up to eight days of vacation that you will have already accrued through November 30th.  To formalize, you will need to complete the attached form and submit to Human Resources by October 30.  Please remember when making this decision, you will need to consider the 2 days of vacation required for Winter Leave.     

Payroll Deduction Forms – if applicable

Per the attached Payroll Deduction Chart, you will see that for bi-weekly employees, deductions will be taken once a month, twice a month, or three times a month.  The majority of the changes will either be automatic or Human Resources and Payroll will coordinate.  However, there are three instances where you might need to complete a form (attached) and submit by November 15:              

1.   Direct Deposit – if you have multiple accounts, you will need to complete a new Direct Deposit Form and return to Payroll.
2.   Federal and State Withholdings – if you have additional dollar amounts deducted, you will need to complete the appropriate tax form and return to Payroll.
3.   Supplemental Retirement contributions to 403(b) or 457(b) – you will need to complete a one-time form and return to Human Resources.

Lastly, your compensation will remain unchanged.  Your current annual salary will be divided among the 26 bi-weekly pays in a year.  During the first week of October, you will be receiving a letter via University mail that will detail your current salary and your new bi-weekly pay. 

As we mentioned earlier, you remain a valuable asset to Wright State University.  We are here to guide you through this transition, so please don't hesitate to contact the Compensation team if you have any questions.

Sylvia Brockman                 Director, Total Rewards                 775-2567
Kevin Evans                        Compensation Analyst                  775-2723
Tina George                        Compensation Analyst                  775-2124
Email:  Hr-Compensation@wright.edu

Cc: Supervisor
Personnel file