Split Day FLSA Processing

Advantage HRM allows you to establish a specific FLSA Start and End time to be used in calculating FLSA hours, defining the processing order for events applicable to FLSA calculations, and defining the maximum number of FLSA event hours to be applied towards the first FLSA work cycle when one FLSA work cycle ends on the same calendar day another FLSA work cycle begins. FLSA eligibility looks at the hours worked between the start day/time and end day/time to determine if the FLSA work cycle period threshold has been reached (for positive paid employees only). In order to correctly determine the FLSA work period in which the hours reported on the split FLSA day fall, time in/out reporting on the timesheet must be utilized for all entries for that date. Additionally, for exception paid employees, the Work Day (WDAY) schedule must include shift start and end times so that the system can correctly determine which scheduled hours any exceptions from the timesheet are replacing.

When time in/time out functionality is not used as described above, a priority number and maximum number of FLSA hours is used by the system to determine in what order events are processed when two FLSA cycles are effective on the same day. Any remaining FLSA event hours reported and not included in the first FLSA work cycle are attributed to the second FLSA cycle effective on that same day. Whether an employee is positive or exception paid is determined by reading the Positive/Exception ID on the PYCL reference page.

Example Setup for Split Day FLSA processing

An example of this processing is as follows:

The Work Cycle Pattern (WCPT) page is setup with the FLSA End time 1 set to 11:59.59 am

FLSA End Time 1 - The time at which the FLSA 24-hour period is to cycle on. SPAR: TIMESHEET CLOCK TIME DISPLAY designates whether the time is to be entered in military or standard hours. The start time is set to one minute greater than the end time defined. For example, if the end time is set to 12:00am, the start time is set to 12:00pm.)

The Populate CYCL and WCPC batch job is executed to populate the Work Cycle for Pay Cycle (WCPC) page. Upon successful completion of the batch job, the Work Cycle for Pay Cycle (WCPC) page is populated for Pay Cycle 0001, Pay Cycle From and To set to 01/01/2007 - 01/15/2007, # of Days populated with 7, and Work Cycle End Time set to 12:00:00 am. The Work Cycle Start Time is stored on the Work Cycle for Pay Cycle table, but not displayed online, and is set to 12:00:00 pm. Note: The default value for the Work Cycle End Time is 12:00:00 am if not specified.

Work Cycle End Time - The time at which the FLSA 24-hour period is to cycle on. SPAR: TIMESHEET CLOCK TIME DISPLAY designates whether the time is to be entered in military or standard hours. The start time is set to one minute greater than the end time defined. For example, if the end time is set to 12:00am, the start time is set to 12:00pm.

Pay events to be included in FLSA calculations are defined with the Event Priority Order fields set.

Event Priority Order - The priority in which events are to be processed for FLSA calculation. A value of one is considered the highest priority.

The FLSA and Client Comp Hours (FCHR) reference page is setup with the Maximum FLSA Cycle Hours set to 4, so that the first four FLSA event hours identified on the employee’s timesheet when two FLSA work cycle are effective are applied towards the first FLSA work cycle and any remaining FLSA event hours reported are applied towards the second FLSA work cycle.

Maximum FLSA Cycle Hours - The maximum numbers of hours that can be applied against the first FLSA work cycle when hours are reported on the calendar day two FLSA cycles are effective.

When an employee associated to Pay Cycle 0001 submits their timesheet with events and hours on the day where the two FLSA work cycles are effective on the same day, only the first four hours based on Maximum FLSA Cycle Hours are applied to the first FLSA work cycle calculation, and any remaining hours are applied towards the second FLSA work cycle calculation. Note: If the Timesheet Setup (TIMES) page has been set up to allow employees to enter time-in and time-out values on their timesheets, the employee entered time-in and time-out is used for the FLSA work cycle calculation and the Maximum FLSA Cycle Hours defined on the FLSA and Client Comp Hours (FCHR) page is ignored in the FLSA calculation.

Split Day FLSA processing for Exception-Paid Employees

The goal of the split day FLSA processing is to allow alternate work schedules such as a 9/80 (employee works four 9-hour days each week, with an 8-hour day every other week that is split between two FLSA periods) to be accommodated by the system and utilized correctly in the FLSA calculations. To achieve this goal, the following processing occurs.

Work Day (WDAY) is used to determine the work days that fall within the FLSA work period
From WDAY, the hours scheduled for each of the included work days is determined

Note: If the WDAY table entry exists but the Hours field is blank for the employee’s work cycle, then the system defaults to the Pay Class (PYCL) standard daily work hours for this calculation.

All of the scheduled hours from step 2 are added to determine the total number of scheduled hours included in the calculation.
The actual hours are added to/subtracted from pay details (due to exceptions entered)

Since this calculation uses the standard daily (average) hours rather than the scheduled hours, exception paid employees that work non-standard schedules should always be assigned to the correct Work Cycle to ensure that the hours are counted accurately for FLSA purposes.

On the split day (i.e., the day that contains portions of two separate FLSA work periods), the system determines if it has enough information to split the hours between FLSA periods using actual clock time compared to the FLSA end time, or if the FLSA Max Cycle Hours (FCHR) in conjunction with the event priorities must be used.

In order to utilize actual time information for an exception-paid employee, the following criteria must be met:

The employee must be assigned to a work cycle with WDAY information
The WDAY entry for the split day must contain not only the scheduled hours, but also shift start and end time information
If the employee has any timesheet entries for the day (leave time, overtime, etc.), these must all contain time in/out information.

If all of the above conditions are met, then the system assumes the employee worked the schedule times listed on WDAY, and then factors in any additional or replaced hours from the timesheet to determine the total hours worked and the times of each. Any of the exception hours from the timesheet that occur during the scheduled shift hours essentially replace the standard hours from the WDAY entry. Then, all hours for events included in FLSA that fall before the FLSA end time (from WCPC) are counted towards the first FLSA period on that day. All hours that fall after the FLSA end time are counted towards the following FLSA period.

If the employee is not assigned to a work schedule or the WDAY entry does not contain shift start/end time information, or any entry in the timesheet for the split day is not entered with time in/out information, then the system does not utilize the FLSA end time to determine the included hours. Instead, the Event Priority Order is used to rank the entries, and then the FLSA Max Cycle Hours entry provides the cutoff for hours to be counted towards the first FLSA work cycle.