OSPS E-News ~ FW: Guidance on FLSA/OT Corrections - Action requested

[Announcements from OSPS to the users of the Oregon State Payroll Application]

Payroll Partners,

See the below guidance regarding FLSA corrections.  Please note that are specific instructions related to changing an employee's FLSA status from Non Exempt to Exempt.

Thanks,

Seth Lewis
503-983-1582

[PTTRP logo_sm]
"Moving Time and Pay to the 21st Century"

From: LAWSON Heath * DAS <Heath.LAWSON at oregon.gov>
Sent: Wednesday, March 3, 2021 9:43 AM
To: 'hrexec at omls.oregon.gov' <hrexec at omls.oregon.gov>; 'hrmgr-net at omls.oregon.gov' <hrmgr-net at omls.oregon.gov>; 'wd_arc at omls.oregon.gov' <wd_arc at omls.oregon.gov>; 'Hrtech-net at omls.oregon.gov' <Hrtech-net at omls.oregon.gov>; 'recruiters at omls.oregon.gov' <recruiters at omls.oregon.gov>
Subject: Guidance on FLSA/OT Corrections - Action requested

Good morning HR community,

Recently agencies were asked to review their data on employee FLSA status for accuracy. Some agencies discovered that there were employees whose FLSA status or overtime eligibility had been entered inaccurately or came over from PPDB inaccurately, and now needs to be corrected in Workday. This brought to light that while we have a process established in policy and in most CBAs for when there is an official change to an employee's FLSA status, there is not a clear and consistent process for making those corrections when an employee's FLSA or overtime eligibility is discovered to have been entered inaccurately.

We know many of you have been waiting for this information, and we thank you for your patience as we worked out the best way to get this issue remedied.

The plan to correct these errors:

1)      Exempt to Non-exempt: When correcting an employee's FLSA status/OT eligibility that was incorrectly entered as exempt to non-exempt, please correct the individual's status in Workday. The effective date of the correction is the beginning of the current tax year (beginning December 1st of the previous year) or hire date, whichever date is most recent. HR and Payroll will need to manually review and document the history, going back two years or to the position start date, whichever is earlier. This will determine if there are any under payments, and the agency will need to notify the employee of any incorrect payments and how they will be handled based on applicable policy or CBA.



2)      Non-exempt to Exempt: Please do not make changes in these cases. Agencies will need to submit lists of employees with inaccurate FLSA status/OT eligibility status requiring an FLSA change of Non-exempt to Exempt using the attached Excel spreadsheet. When complete, please send to CHRO.Policy at oregon.gov <mailto:CHRO.Policy at oregon.gov> by close of business Monday, March 15, 2021. (There is an example of the information needed at the top of the document on line 2.) Direction about making these corrections in the system will be coming at a later date.


If there are changes to an employee's position (such as duty changes) that has resulted in a change to their FLSA/OT eligibility, please follow the process outlined in CBA or policy to make the appropriate notifications.

In partnership,
CHRO Team
[signature_174819467]



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