FILE: GBAA
Cf: GBA
COMPENSATION GUIDELINES/OVERTIME
The Sabine Parish School Board, for purposes of accurate and timely wage and salary
determinations, and in an attempt to ensure consistency and fairness in the application and
interpretation of federal regulations established in the Fair Labor Standards Act (FLSA), sets forth
the following guidelines.
MINIMUM WAGE
The minimum wage paid on an hour-by-hour basis to all Sabine Parish School Board
employees, either full or part time, permanent or temporary, shall be at least equal to the federal
minimum wage.
WORKWEEK
A workweek shall be a continuous period of 168 hours in the form of seven (7) consecutive
24-hour periods.
The school system workweek begins at 12:01 a.m. each Monday for all
employees and runs for seven (7) consecutive days. Each workweek stands alone for the purpose of
determining overtime pay for nonexempt employees.
TRAVEL
Ordinary travel time from home to a work or school location or vice versa is not work time.
Official travel that occurs during an individual’s regular working hours shall be considered hours
worked.
LEAVE
Time taken for annual leave, sick leave, leave without pay or other leave taken for the
purpose of jury duty, military assignment, or because of death in the family shall not be counted as
time worked and is therefore not counted as compensable time for the purpose of overtime pay.
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PART TIME IN DIFFERENT CAPACITY
If individuals are employed in one capacity but voluntarily work part time in a different
capacity on an occasional or sporadic basis, the hours logged in the secondary voluntary capacity
shall not be counted as hours worked for overtime purposes.
CLASSIFICATION OF EXEMPT AND NONEXEMPT EMPLOYEES
Exempt – Employees who are not eligible to receive overtime compensation. These employees are
generally salaried employees whose primary duties are directly related to the management or
administrative and business functions within the school system. Learned professionals, such as
teachers, are also classified as exempt. Other exempt employees may include, but not be limited to,
the Superintendent, supervisors, principals, assistant principals, and department heads.
Nonexempt – Employees who are eligible to receive overtime compensation. These employees
perform work involving repetitive manual operations, such as maintenance employees, food service
employees, janitors and custodians, bus drivers, and security personnel. Nonexempt employees
may also include office employees who perform non-manual labor, such as secretaries,
paraprofessionals, clerks, bookkeepers, nurses, data-processing operators and technicians.
Utilizing the provisions of and accompanying regulations implementing the Fair Labor
Standards Act, the School Board shall classify all employees of the school system as exempt or
nonexempt for purposes of determining eligibility for overtime compensation.
HOURS WORKED FOR OVERTIME REQUIREMENTS
Hours worked for nonexempt employees means all hours during which the individual is
required to be on duty – generally from the required starting time to normal quitting time. Meal
periods do not count as hours worked unless the individual is required to perform work duties
during the meal period. Break periods of twenty (20) minutes or longer do not count as work time.
Hours worked do not apply to exempt employees. Exempt employees are excluded from the
overtime requirements and their work schedules may include meetings, extracurricular activities,
parent conferences, planning time and other professional responsibilities of the position.
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OVERTIME
Overtime hours will be held to a minimum consistent with the needs and requirements of
sound and orderly administration.
The Superintendent or his/her designee shall approve all
overtime in advance. Overtime assignments shall be permitted only when required by operational
necessity. All hours worked by nonexempt employees must be scheduled and duly authorized.
Overtime hours worked over forty (40) hours during the workweek must be authorized in writing
by the building principal or department head prior to the time the work is performed. Unauthorized
overtime shall not be tolerated.
Nonexempt employees who perform approved work in excess of forty (40) hours per
workweek shall be paid overtime compensation at the rate of one and one-half (1½) the employees
hourly rate of pay. Nonexempt employees who work fewer than forty (40) hours in a workweek
shall not be paid overtime compensation unless they work more than forty (40) hours in a
workweek. Such employees shall be paid their regular rate of pay for time worked up to forty (40)
hours.
When an employee in a single workweek works at two (2) or more different types of work
for which different straight-time rates have been established, the employee’s regular rate for that
week is the weighted average of such rates. That is, the earnings from all such rates are added
together. This total is then divided by the total number of hours worked at all jobs.
VOLUNTEERS
A volunteer is defined as an individual who receives no compensation or who is paid
expenses, reasonable benefits, or a nominal fee to perform the services for which the individual
volunteered and such services are not the same type of service which the individual is employed to
perform for the district.
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RECORD-KEEPING
Exempt Employees
The following records shall be kept for each employee classified as exempt:
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Name and identifying number
Home address
Birth date if the employee is under 19
Sex and occupation in which employed
Nonexempt Employees
The following records shall be kept for each employee classified as nonexempt:
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Name and identifying number
Home address
Sex and occupation in which employed
Time and day on which his or her workweek or work period begins, and length of
the work period
Regular rate of pay for any workweek or work period
Hours worked each day and each workweek or work period
Total daily, weekly or work period straight-time earnings (includes one time, but not
time and one-half pay for overtime)
Overtime excess compensation (the “half time” or more extra compensation for
overtime)
Total additions to or deductions from wages paid each pay period
Total wages paid each pay period
Date of payment and the pay period covered by the payment (29 C.F.R. Sec. 516.2)
Retention of Records
Records which shall be preserved for at least three (3) years shall include:
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Payroll Records
Certificates, agreements, plans, notices, etc. (e.g. contracts, written agreements or
memoranda summarizing the terms of oral agreements)
Sales and purchase records (29 C.F.R. Sec. 516.5)
Records which need to be preserved for two (2) years include:
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Basic employment and earnings records
Wage rate tables
Work time schedules
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Order, shipping and billing records
Records of additions to or deductions from wages paid
Records that explain the basis for payment of any wage differential to employees of
the opposite sex in the same establishment (29 C.F.R. Sec. 516.6)
SPECIAL SITUATIONS
Nonexempt employees -- cannot volunteer to work performing normal duties, for example, janitors
to clean up after events without such time counting as hours worked during that workweek.
Meetings – when authorized or required shall be counted as hours worked.
In-Service Training – when authorized or required shall be counted as hours worked.
Extracurricular Activities -- when nonexempt employees work in extracurricular activities such as
coaching and cheerleader sponsor, etc., the time shall count as hours worked.
Waiver of Rights – nonexempt employees shall not be allowed to waive their rights under the
FLSA.
Bus Drivers – uninterrupted time off between the morning and afternoon runs shall not count as
hours worked.
Students -- vocational students performing work as part of a curriculum are students and not
workers, therefore, wages are not mandatory under FLSA. Students helping in office capacities for
short periods of time are volunteers and not employees and wages are not mandatory under FLSA.
Acknowledgement of Policy
Employees shall be provided a copy of this policy and required to sign a statement to
acknowledge their receipt of the policy.
Revised: June, 2006
Approved: October, 2006
Ref:
29 U.S.C. 201, et seq., The Fair Labor Standards Act; La. Rev. Stat. Ann. §§17:84.1, 17:196
et seq., 17:422.5; Board minutes, 10-3-06.
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