USA Operations Centers Part Time Exempt Employees May 2017

State/Area Exceptions

As this policy is reviewed, please note the following State/area for which exceptions exist:

Not Applicable

Specific details on each exception may be found within the General Information section of this text.

Overview

Meeting Company and employee needs may be accomplished with alternative work arrangements, such as part-time employment opportunities. Based on business need, Joyner is open to establishing part-time work arrangements including part-time arrangements for Exempt employees. However, part-time work arrangements for Exempt employees require special procedures to ensure Joyner is in compliance with the Fair Labor Standards Act.

General Information

Joyner reserves the right to terminate part-time employment status at any time. In that event, the employee must return to full-time employment status, seek other part-time opportunities, or submit his/her resignation. During the work agreement, Joyner retains the right to enforce all existing Human Resources Policies as they relate to all employees.

Employee Actions

Not Applicable

Managerial Actions

A request and proposal for movement of an Exempt employee from full-time to part-time is developed. Departmental approval must be received.

Once departmental approval is received, the proposal is forwarded to the HR Business Partner for review and approval.

Human Resources & Employee Care (HREC) works with the department supervisor to calculate the new annual pay to be received.

The supervisor will meet with the employee to finalize the work arrangement, work schedule, and discuss salary calculations.

The supervisor will work with the HR Business Partner to draft the letter of agreement.

The supervisor will complete the Full/Part-Time Status Change Transaction on MSS.

The supervisor will monitor the work arrangement closely.

The supervisor will inform the HR Business Partner of any issues.

Note: Exempt employees are not required to record hours worked. They should not be compensated on an hourly basis. If an Exempt employee is paid hour for hour or based on a timecard, the exemption status of all incumbents in similar positions may be jeopardized.

Part-time employees who are in traditional Exempt/Salaried positions who earn less than $455.00 per week need to be classified as Non-Exempt/Timecard employees. For assistance in completing the Managers Self Service (MSS) transaction to classify these part-time employees as Nonexempt/Timecard employees, contact HREC.

In the future, if these part-time employees receive promotions/merit increases and/or increase their standard hours, etc., so that their pay is no longer below the $455 per week minimum, then they should be changed to Exempt/Salaried employees.

Enter the Full/Part Time-Status Change Transaction on Manager's Self Service (MSS). Indicate all required information including the effective date, new Full/Part time status, standard hours, new comp rate, and new employee type, and submit the Full/Part time status change transaction. Note: If the work arrangement permanently changes (i.e., decrease or increase in hours or days worked), the Full/Part-Time Status Change Transaction on MSS and a new letter of agreement should be completed. Changes should not be made for a temporary change in hours worked. If a part-time Exempt employee works more or less than the agreement hours, the salary should remain constant.

Draft a letter of agreement. The following is a sample agreement letter that may be used when placing an Exempt employee into part-time status. Sample Agreement Letter This letter is to confirm the change in your employment status from a Full-time (job title) to a Part-time (job title). The effective date of this change is _____________ Based upon our discussion regarding your weekly availability, you will ordinarily work from (time) to (time), (number of days per week, or list which days, as appropriate) beginning (date). Your new annual salary rate is $______. As we discussed, you will be eligible for the following benefits: Joyner reserves the right to terminate your part-time employment status at any time. In that event, you must return to full-time employment status, seek other part-time opportunities, or submit your resignation. During the work agreement, Joyner retains the right to enforce all existing Human Resources Policies as they relate to all employees. Please call me if you have any questions regarding the change in your employment status.

HREC will input the agreed-upon part-time work hours into the payroll system. HREC has received procedures from Corporate Systems on this process.

Note: Exempt employees are paid a salary regardless of the hours worked. If an Exempt employee works part of their regularly scheduled work day, they are paid for their full workday.

Exempt employees are not required to record hours worked. Employers are not required to pay Exempt employees hour for hour for the work performed. If part-time Exempt employees record hours worked and are paid hour for hour, they are being treated as Non-Exempt employees. This jeopardizes the exemption status of all incumbents in the position.

The Fair Labor Standards Act does not allow employers to "dock" the pay of Exempt employees for anything less than their full workday with the exception of cases involving FMLA absences.

Joyner defines a full work day as the hours the Exempt employee generally works. For example, if an Exempt employee works five (5) days a week for four (4) hours, a full work day is four (4) hours.

Human Resources Role

HR Business Partner reviews the departmental proposal and request for part-time employment. The HR Business Partner confirms the Department Head supports the request.

Once the proposal has been approved by the HR Business Partner and the Department Head, the department supervisor will work with HREC to calculate the new annual pay to be received.

HR Business Partner drafts a letter of agreement and discusses the agreement with the employee.

The Department Supervisor completes the Full/Part-Time Status Change Transaction on MSS.

HR Business Partner monitors all part-time arrangements.