When you have a look at your worker recordsdata proper now, do you’ve the mandatory data of who labored, when and for the way lengthy? Would you cross an audit?

Not understanding the principles established by the Truthful Labor Requirements Act (FLSA) means you may run the danger of an inspection for potential violations, authorized battles and vital fines.

Let’s take a more in-depth have a look at FLSA and what you might want to know to keep away from FLSA record-keeping violations.

What’s the FLSA?

The FLSA is a federal legislation that establishes the minimal wage, time beyond regulation pay, record-keeping and youth employment requirements governing the employer-employee relationship. However there are a number of particular classes for which exemptions are made. 

For instance, a sure worker could also be exempt from minimal wage, time beyond regulation pay and record-keeping, whereas one other could also be exempt solely from time beyond regulation pay. In different phrases, each exempt worker might not be exempt from the identical necessities. 

It’s, due to this fact, essential for employers to determine the relevant exemption and assessment the factors for the relevant exemption.

So the primary consideration of the legislation to keep away from record-keeping violations is to determine the record-keeping requirement for your entire staff.  It is best to classify all of your staff as both:

  • Exempt (for instance, a person performing government work is usually not eligible for time beyond regulation pay, a minimal hourly wage or hours monitoring)
  • Non-exempt (for instance, a person performing as a cashier is usually eligible for time beyond regulation pay, a minimal hourly wage and hours monitoring)

States differ in time beyond regulation legal guidelines, however federal laws use a 40-hour workweek because the measurement. 

The U.S. Division of Labor (DOL) states non-exempt staff should be paid time beyond regulation at a charge not lower than 1.5 occasions the common charge of pay after 40 hours of labor in a workweek.

Non-exempt staff should additionally obtain a minimal wage of not lower than $7.25 per hour as of July 24, 2009. Many states have minimal wage legal guidelines that increase the minimal wage past the federal stage for everybody employed in that state.

Which staff are included underneath FLSA laws?

How have you learnt in case your staff are lined underneath the FLSA?

All non-exempt staff are paid primarily based on an hourly quantity. The widespread false impression is that every one staff paid by wage are exempt. Some non-exempt staff are paid a wage for a set variety of hours after which time beyond regulation is paid over that quantity at a charge of 1.5 occasions the common charge of pay. 

For instance, underneath federal minimal wage legislation, a non-exempt worker might be paid a weekly wage of $600. 

  • If the worker works 43 hours, that worker could be paid the wage for the primary 40 hours, plus three hours at a charge of $22.50 (or a further $67.50) for the three hours of time beyond regulation. 
  • Whole pay for the week could be $667.50, not simply the $600 wage.    

Paying on this method isn’t any totally different on the finish of the pay interval than paying an hourly charge as an employer nonetheless should meet the minimal wage and time beyond regulation necessities of the FLSA. The error an employer makes just isn’t paying time beyond regulation to those staff simply because they earn a wage.

An worker exempt from the minimal wage and record-keeping necessities of the FLSA (and thus, wouldn’t obtain time beyond regulation pay) should meet these three standards:

  • Make a wage of at the very least in extra of $684 per week (or $35,568 per yr)
  • Have to be paid on a wage foundation or with an unchanging paycheck
    • There isn’t a regard for the amount or high quality of labor. The exempt worker can work one hour or 100 throughout a piece week and nonetheless receives the wage quantity.
  • Work in an government, administrative or skilled place. If the job requires a level to carry out duties, comparable to a health care provider, lawyer or engineer, the worker is exempt from time beyond regulation pay per the skilled exemption.

Some staff are solely exempt from time beyond regulation pay, whereas others are exempt from each the minimal wage and time beyond regulation pay provisions.

Examples of particular exempt industries embody:

As a result of exemptions are generally difficult to find out underneath the FLSA, an employer ought to affirm every place for eligibility. Examine along with your native Division of Labor workplace or authorized counsel effectively versed in wage and hour legal guidelines.

What data do I must maintain to be compliant with FLSA?

Employers should show an official poster outlining the necessities of the FLSA. Employers should additionally maintain worker time and pay data.

For every worker, enterprise homeowners should monitor:

  1. Worker’s full identify and Social Safety quantity
  2. Deal with, together with ZIP code
  3. Start date, if youthful than 19
  4. Intercourse and occupation
  5. Time and day of the week when worker’s workweek begins
  6. The idea on which worker’s wages are paid (e.g., “$9 per hour” or “$684 per week,” or “piecework”)
  7. Common hourly pay charge
  8. Whole every day or weekly straight-time earnings
  9. Whole time beyond regulation earnings for the workweek
  10. All additions to or deductions from the worker’s wages
  11. Whole wages paid every pay interval
  12. Date of fee and the pay interval lined by the fee

For non-exempt staff, you need to additionally monitor:

  1. Hours labored every day
  2. Whole hours labored every workweek

These essential data serve to guard each staff and employers. If a dispute arises, having this data may help you show that you just had been paying staff accurately for the time they labored.

It’s going to additionally save what you are promoting from penalties and fines. The DOL states: “Employers who’ve willfully violated the legislation could also be topic to felony penalties, together with fines and imprisonment.”

How lengthy should these data be saved?

Protect at the very least three years of an worker’s payroll data and something referring to collective bargaining agreements, gross sales and buy data. For data used to compute worker wages, plan on holding these for 2 years.

The varieties of information embody:

  • All timecards and piece work tickets
  • Wage charge tables
  • Work and time schedules
  • Data of additives to or deductions from wages.

This data ought to be maintained and available for inspection by Division of Labor staff. Preserve data both on the place of employment or in a central data workplace.

Additionally, examine along with your state’s wages and hour legal guidelines for added compliance necessities. Seek the advice of your authorized counsel effectively versed in wage and hour legal guidelines or HR specialists for readability in your regulatory compliance efforts.

What are the commonest FLSA record-keeping violations?

There are seven widespread varieties of FLSA recording-keeping violations:

  1. Misclassifying staff
  2. Overlooking or encouraging off-the-clock work
  3. Failure to pay licensed time beyond regulation
  4. Not monitoring work breaks correctly
  5. Maintaining inaccurate or incomplete data
  6. Not paying interns or volunteers appropriately
  7. Not staying present with DOL or state labor laws

How are you going to keep away from the commonest FLSA record-keeping violations?

Prevention is one of the best strategy any employer can undertake to keep away from dealing with a Division of Labor audit.

A DOL audit can occur with out discover and often is available in response to worker complaints of not being paid pretty or lacking a paycheck. Even when the complaints are unfounded, the extra complaints staff report, the extra seemingly you’ll face an audit.

An investigator may additionally present up at what you are promoting unannounced as a result of the trade is thought for its lack of record-keeping. In both case, keep forward of the sport by holding correct data.

When you’re discovered to be out of compliance, FLSA violations can vary from $2,050 on up on a per violation, per worker foundation. If you’re fined for each single violation for every worker, that may add up.

Ought to a DOL investigator go to what you are promoting to carry out an audit, give them your paperwork and a quiet place to assessment them. Be sure you and your staff can be found to speak to the investigator.

5 ideas that will help you prevail in an FLSA audit

  1. Preserve your worker data and data correct, organized, available and present.
  2. Use worker time-tracking software program that additionally tracks time beyond regulation, or a complete Excel spreadsheet, to keep up correct data.
  3. Be sure that each the worker and a supervisor or supervisor indicators off the hours labored every week, so data present each events confirmed the info.
  4. Repeatedly replace your job descriptions, particularly how a lot you’re paying individuals for that function and why. Job descriptions assist show you’re paying staff equitably and per the legislation.
  5. Overview your worker handbooks each two years, particularly the time-keeping and recording sections, which exhibits that that your organization follows FLSA steering.

As at all times, in the case of regulatory compliance, in case you have questions concerning the advanced wage and hour legal guidelines, seek the advice of an HR knowledgeable or authorized counsel effectively versed in wage and hour legal guidelines.

Study extra about regulatory compliance points like avoiding FLSA record-keeping violations by downloading our free e-book: HR compliance: Are you placing what you are promoting in danger?