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TheFair
LaborStandards
Act
A Public Sector Compliance Guide
The Fair Labor Standards Act: A Public Sector Compliance Guide | ©2018 Liebert Cassidy Whitmore
TABLE OF CONTENTS
Section 1
OVERVIEW OF THE FAIR LABOR STANDARDS ACT
A. INTRODUCTION AND SUMMARY OF REQUIREMENTS...........................................................................................1 1. Minimum Wage...............................................................................................................................................1 2. Overtime Compensation ..................................................................................................................................1 3. Recordkeeping and Posting .............................................................................................................................2 4. Child Labor .....................................................................................................................................................2 5. No Retaliation .................................................................................................................................................2 6. Equal Pay ........................................................................................................................................................2
B. THE PORTAL-TO-PORTAL ACT .............................................................................................................................2
C. A BRIEF HISTORY: HOW DID WE GET HERE? .....................................................................................................3
D. COMMON MISCONCEPTIONS ABOUT THE FLSA (OR WHAT THE FLSA DOES NOT COVER) ..........................3 1. State Wage and Hour Law ...............................................................................................................................4 2. Overtime for Hours Worked Over Eight in a Day ...........................................................................................4 3. Meal Times and Break Periods........................................................................................................................4 4. Standby or On-Call Pay ...................................................................................................................................5 5. Premium Pay ...................................................................................................................................................5 6. Severance Pay .................................................................................................................................................5 7. Notice of Discharge .........................................................................................................................................5 8. Limitations on Hours of Work ........................................................................................................................5
E. STRUCTURE AND ADMINISTRATION .....................................................................................................................5 1. The Act Itself ...................................................................................................................................................5 2. The Wage and Hour Division of the Department of Labor .............................................................................5
a. Congressional Delegation ........................................................................................................................5 b. Wage and Hour Offices ............................................................................................................................6 c. Regulations ...............................................................................................................................................8 d. Interpretive Bulletins and Letter Rulings .................................................................................................8
3. Court Decisions ...............................................................................................................................................8
F. REMEDIES AND ENFORCEMENT .............................................................................................................................9 1. Statute of Limitations ......................................................................................................................................9 2. Remedies .........................................................................................................................................................9
a. Backpay ....................................................................................................................................................9 b. Liquidated Damages .................................................................................................................................9 c. Emotional Distress Damages ...................................................................................................................9 d. Attorneys’ Fees and Costs ...................................................................................................................... 10
3. Criminal Penalties ......................................................................................................................................... 10
The Fair Labor Standards Act: A Public Sector Compliance Guide | ©2018 Liebert Cassidy Whitmore
G. STATE AND ARMS OF THE STATE ARE IMMUNE FROM SUIT BY PRIVATE INDIVIDUALS ................................... 10 1. Which Agencies are “Arms of the State”? .................................................................................................... 10
a. Municipalities ......................................................................................................................................... 10 b. Community Colleges .............................................................................................................................. 10 c. School Districts ...................................................................................................................................... 11 d. Counties ................................................................................................................................................. 11 e. Other Agencies ....................................................................................................................................... 11
ENDNOTES ................................................................................................................................................................... 12
The Fair Labor Standards Act: A Public Sector Compliance Guide | ©2018 Liebert Cassidy Whitmore
TABLE OF CONTENTS
Section 2
WHO IS COVERED BY THE FLSA? (Or More Importantly, Who Is Not Covered)
A. INTRODUCTION TO COVERAGE ISSUES .................................................................................................................1
B. LIMITED EXCLUSION FOR ELECTED OFFICIALS, THEIR STAFF AND CERTAIN EMPLOYEES OF LEGISLATIVE
BODIES....................................................................................................................................................................2 1. Statutory Exclusion .........................................................................................................................................2 2. Criteria for Each Excluded Class ....................................................................................................................2
a. Elected Officials .......................................................................................................................................2 b. Personal Staff of Elected Officials ...........................................................................................................2 c. Appointees at a Policymaking Level ........................................................................................................3 d. Immediate Advisor on Constitutional or Legal Issues .............................................................................3 e. Legislative Staff .......................................................................................................................................3
3. Case Studies for the Statutory Exclusions .......................................................................................................3
C. INDEPENDENT CONTRACTORS ..............................................................................................................................5
1. General Principles ...........................................................................................................................................5
2. Case Studies for Independent Contractors.......................................................................................................6
D. TRAINEES / UNPAID INTERNS ...............................................................................................................................7
1. General Principles ...........................................................................................................................................7 2. Multi-Factor Primary Benefit Test for Trainee / Unpaid Intern Status ...........................................................7 3. Case Study on Trainee/Unpaid Intern Status ...................................................................................................8
E. VOLUNTEERS ..........................................................................................................................................................8
1. Introduction to the Volunteer Exclusion .........................................................................................................8 2. Permissible Payments and Benefits .................................................................................................................8
a. Allowable Expenses .................................................................................................................................8 b. Reasonable Benefits .................................................................................................................................9 c. Nominal Fees ...........................................................................................................................................9
3. Volunteers Who Also are Current Employees .............................................................................................. 11 a. Definition of Same Agency .................................................................................................................... 11 b. Definition of Same Type of Services ..................................................................................................... 11 c. Special Rule for Public Safety Employees ............................................................................................. 12
4. Case Studies on Volunteer Status .................................................................................................................. 13
F. MISCELLANEOUS FLSA COVERAGE ISSUES ....................................................................................................... 14 1. Prison Inmates ............................................................................................................................................... 14 2. Employees Engaged in Interstate Commerce ................................................................................................ 14 3. Employees Who Travel Outside of the United States ................................................................................... 14
ENDNOTES ................................................................................................................................................................... 15
The Fair Labor Standards Act: A Public Sector Compliance Guide | ©2018 Liebert Cassidy Whitmore
TABLE OF CONTENTS
Section 3
OVERTIME EXEMPTIONS
A. THE “WHITE COLLAR” EXEMPTIONS .............................................................................................................1 1. The Salary Tests .......................................................................................................................................1 2. The Duties Tests .......................................................................................................................................7
B. SPECIAL EXEMPTION FOR HIGHLY COMPENSATED EMPLOYEES ................................................................ 19
C. SPECIAL EXCLUSION FOR “FIRST RESPONDERS” ........................................................................................ 20
D. SPECIAL EXEMPTION FOR COMPUTER FIELD EMPLOYEES ........................................................................... 21
E. “RECREATIONAL ESTABLISHMENT” POSITIONS .......................................................................................... 22
F. HOME HEALTH CARE AND THE COMPANIONSHIP SERVICES EXEMPTION ................................................ 22
G. OUTSIDE SALES PERSONS ............................................................................................................................ 23
H. AGRICULTURAL IRRIGATION POSITIONS FOR WATER AGENCIES .............................................................. 23
APPENDIX 3-A .................................................................................................................................................... 25
Summary Checklists for “White Collar” Exemptions ................................................................................... 25
APPENDIX 3-B ..................................................................................................................................................... 29 White Collar Exemptions .............................................................................................................................. 29
APPENDIX 3-C ..................................................................................................................................................... 31 Sample Position Survey for Overtime Exemptions ....................................................................................... 31
ENDNOTES ............................................................................................................................................................ 38
The Fair Labor Standards Act: A Public Sector Compliance Guide | ©2018 Liebert Cassidy Whitmore
TABLE OF CONTENTS
Section 4
HOURS WORKED
A. INTRODUCTION TO THE HOURS WORKED CONCEPT ...........................................................................................1
B. DISTINCTIONS BETWEEN WORKING TIME AND PAID TIME ..................................................................................1
C. “SUFFERED OR PERMITTED” WORK .....................................................................................................................2
D. ROUNDING AND DE MINIMIS RULES ......................................................................................................................4 1. The Key Criteria for Determining When Work Time is De Minimis ..............................................................4 2. Case Studies on Rounding and the De Minimis Rule ......................................................................................5
E. SUBSTITUTE WORK FOR ANOTHER EMPLOYEE ....................................................................................................5
F. EMPLOYEES WORKING IN TWO OR MORE AGENCY JOBS ..................................................................................6 1. Introduction .....................................................................................................................................................6 2. The Exception for Occasional or Sporadic Employment ................................................................................7
a. Definition of “Occasional or Sporadic” ...................................................................................................7 b. Definition of Work “In a Different Capacity” ..........................................................................................7 c. Special Rule for Law Enforcement ..........................................................................................................7 d. Special Rule for Teaching Activities........................................................................................................8
G. COURT REPORTERS EMPLOYED BY PUBLIC ENTITY ............................................................................ 8
H. WAITING TIME – IS THE EMPLOYEE ENGAGED TO WAIT OR WAITING TO BE ENGAGED? ................................8 1. Introduction .....................................................................................................................................................8 2. The Test ...........................................................................................................................................................9 3. Case Study on Waiting Time ...........................................................................................................................9
I. ON-CALL OR STANDBY TIME ................................................................................................................................9 1. Introduction .....................................................................................................................................................9 2. The Test ......................................................................................................................................................... 10 3. Factors Courts Will Consider ........................................................................................................................ 10 4. Case Studies on On-Call and Standby Time ................................................................................................. 11
J. REST PERIODS ...................................................................................................................................................... 12
K. MEAL PERIODS..................................................................................................................................................... 13 1. Meal Periods for Police and Fire Personnel .................................................................................................. 13 2. 7(k) Law Enforcement Personnel Meal Time ............................................................................................... 14 3. 7(k) Firefighter Meal Time ............................................................................................................................ 14 4. Case Studies on Meal Periods ....................................................................................................................... 14
L. MEDICAL APPOINTMENTS ................................................................................................................................... 15
The Fair Labor Standards Act: A Public Sector Compliance Guide | ©2018 Liebert Cassidy Whitmore
M. SLEEP TIME ........................................................................................................................................................... 16 1. Duty of Less Than 24 Hours ......................................................................................................................... 16 2. Duty of 24 Hours or More ............................................................................................................................. 16
a. Maximum of 8 Hours Credit .................................................................................................................. 16 b. Express or Implied Agreement ............................................................................................................... 16 c. Interruptions ........................................................................................................................................... 16
3. Sleep Time Periods for Police and Fire Personnel ........................................................................................ 17 4. Case Study on Sleep Time ............................................................................................................................. 17
N. PRE AND POST SHIFT ACTIVITIES........................................................................................................................ 17 1. Case Studies on Pre and Post Shift Activities ............................................................................................... 18 2. Compensation for Time Spent Donning and Doffing .................................................................................... 18
O. TRAVEL TIME ........................................................................................................................................................ 21 1. Travel Time Laws for Employers Other Than Counties and Charter Cities ................................................. 22
a. Travel To and From Work ..................................................................................................................... 22 b. Travel During the Workday ................................................................................................................... 22 c. Special One Day Assignment Out of Town or Overnight Travel .......................................................... 22
2. Travel To and From Work ............................................................................................................................. 23 3. Travel During the Workday .......................................................................................................................... 23 4. Overnight Travel ........................................................................................................................................... 24
P. TRAINING TIME .................................................................................................................................................... 25 1. General Rule .................................................................................................................................................. 25 2. Definition of Voluntary Attendance .............................................................................................................. 25 3. Definition of Training Directly Related to Employee’s Job .......................................................................... 25 4. Training Required for Certification by a Higher Agency .............................................................................. 26 5. Independent Training .................................................................................................................................... 26 6. Employer Sponsored Training and Education Programs ............................................................................... 26 7. Apprenticeship Training Programs ................................................................................................................ 26 8. Case Studies on Training Time ..................................................................................................................... 27
Q. WORK AT HOME .................................................................................................................................................. 28 1. Rule When Employees Reside on Employer Premises or Work at Home .................................................... 28 2. K 9 Cases ....................................................................................................................................................... 29
a. Off Duty Care Time ............................................................................................................................... 29 b. Commute Time....................................................................................................................................... 30
3. Case Studies on Work at Home ..................................................................................................................... 31 4. Cleaning and Maintenance of Motorcycles and Trucks ................................................................................ 32
R. GRIEVANCE PROCESSING TIME ........................................................................................................................... 32
S. SPECIAL DETAIL WORK ....................................................................................................................................... 33
APPENDIX 4-A Sample Policy Prohibiting Volunteered Overtime ...................................................................................................... 35
APPENDIX 4-B Hours Worked Checklist ............................................................................................................................................. 36
APPENDIX 4-C Overnight Travel Time ................................................................................................................................................ 38
The Fair Labor Standards Act: A Public Sector Compliance Guide | ©2018 Liebert Cassidy Whitmore
APPENDIX 4-D Training Time .............................................................................................................................................................. 39
ENDNOTES ................................................................................................................................................................... 39
The Fair Labor Standards Act: A Public Sector Compliance Guide | ©2018 Liebert Cassidy Whitmore
TABLE OF CONTENTS
Section 5
THE WORK PERIOD
A. INTRODUCTION TO THE WORK PERIOD CONCEPT ...............................................................................................1
B. BASIC WORKWEEK PRINCIPLES .............................................................................................................................1
1. Definition of Workweek ..................................................................................................................................1 2. Requirement to Designate ...............................................................................................................................2 3. Requirements Regarding Change of Workweeks ............................................................................................2 4. Illustrations of Workweek Principles ..............................................................................................................2
a. Working 10 Days in a Row ......................................................................................................................2 b. The 9/80 Schedule ....................................................................................................................................2 c. Other Workweek Schedules .....................................................................................................................4
C. THE 7(B) WORK PERIOD (1040/2080) .............................................................................................................6
1. The 26 Week / 1040 Hours Work Period ........................................................................................................7 2. The 52 Week / 2080 Hours Work Period ........................................................................................................7
D. THE 7(J) HOSPITAL WORK PERIOD ......................................................................................................................8
1. Introduction to the 7(j) Work Period ...............................................................................................................8 2. Requirements for a 7(j) Work Period ..............................................................................................................9
E. PUBLIC SAFETY 7(K) WORK PERIODS ..................................................................................................................9
1. Introduction .....................................................................................................................................................9 2. Fire Protection Activities............................................................................................................................... 10
a. Definition of 7(k) “Fire Protection Activities” ....................................................................................... 10 b. Specific Exclusions from the Definition of Fire Protection Activities ................................................... 12
3. Definition of “Law Enforcement Activities” ................................................................................................. 12 6. Establishing the 7(k) Partial Exemption Generally ....................................................................................... 14 7. 7(k) Work Periods for Fire Protection ........................................................................................................... 16 8. 7(k) Work Periods for Law Enforcement ...................................................................................................... 17 9. Gap Time ....................................................................................................................................................... 18 10. Twenty Percent Limitation on Non-Exempt Work ....................................................................................... 18
F. TOTAL EXEMPTION FOR SMALL EMPLOYERS...................................................................................................... 19
APPENDIX 5-A ........................................................................................................................................................... 20 Work Period Checklist ......................................................................................................................................... 20
APPENDIX 5-B ............................................................................................................................................................ 21 Yearly FLSA Overtime Liability by 7(k) Work Period ........................................................................................ 21
ENDNOTES ................................................................................................................................................................... 22
The Fair Labor Standards Act: A Public Sector Compliance Guide | ©2018 Liebert Cassidy Whitmore
TABLE OF CONTENTS
Section 6
COMPENSATORY TIME OFF UNDER THE FLSA
A. CTO COMPENSATION UNDER THE FLSA ....................................................................................................1 1. The Distinction Between FLSA CTO and Non-FLSA CTO ...........................................................................1 2. Employer and Employee Must Agree .............................................................................................................2
a. Represented Employees ...........................................................................................................................2 b. Unrepresented Employees ........................................................................................................................2
3. FLSA CTO Must Be Credited at Time and One-Half .....................................................................................3 4. FLSA CTO May Be Accumulated Only Up to Specified Maximums ............................................................3
a. Public Safety Activities ............................................................................................................................3 b. Emergency Response Activities ...............................................................................................................3 c. Seasonal Activities ...................................................................................................................................4 d. Transfer from 480 Hour to 240 Hour “Cap” Positions .............................................................................4
5. Use of Accumulated FLSA CTO ....................................................................................................................4 a. “Reasonable Period” ................................................................................................................................4 b. “Unduly Disrupt” .....................................................................................................................................5 c. Forced Use of CTO ..................................................................................................................................6 d. There Are No Standards for Use of Non-FLSA CTO ..............................................................................6 e. Case Studies on the Use of CTO ..............................................................................................................6
6. Payment for Accumulated FLSA CTO ...........................................................................................................8 a. Termination of Employment ....................................................................................................................8 b. Prior to Termination of Employment .......................................................................................................8 c. Non-FLSA CTO .......................................................................................................................................9
7. Commingling of FLSA and Non-FLSA CTO .................................................................................................9 8. Penalties for Violation of the FLSA CTO Provisions .....................................................................................9
a. No Agreement to Provide CTO ................................................................................................................9 b. Exceeding CTO “Caps” ...........................................................................................................................9 c. Improper Denial of Requests to Use CTO ...............................................................................................9
9. Limited Compensatory Time Off System Available Even if Employee at “Cap” - “Time-Off Plan” ........... 10
ENDNOTES ................................................................................................................................................................... 11
The Fair Labor Standards Act: A Public Sector Compliance Guide | ©2018 Liebert Cassidy Whitmore
TABLE OF CONTENTS
Section 7
THE REGULAR RATE OF PAY
A. OVERVIEW ..............................................................................................................................................................1
B. CALCULATION OF THE REGULAR RATE – GENERALLY ........................................................................................2
C. CALCULATION OF THE REGULAR RATE – ADDITIONAL EXAMPLES ....................................................................3
1. Salaried Non-Exempt Employee / 7-day Non-Safety Work Period / Bi-Weekly Pay Period..........................3 2. Salaried Firefighter / 24-Day 7(k) Work Period / Semi-Monthly Pay Period .................................................4 3. Special Problem for Fire Departments Adopting a 28-Day 7(k) Workweek ...................................................5 4. Special Note Regarding the Effect of Firefighters’ Overtime on Pension Contributions ................................6
D. FIXED WAGES FOR FLUCTUATING HOURS ...........................................................................................................7
E. EMPLOYEES WORKING AT TWO OR MORE RATES ..............................................................................................8
1. The Weighted Average Method ......................................................................................................................8 2. The Rate for the Position in Which Overtime Work is Performed ..................................................................9 3. Canine Officers ............................................................................................................................................. 10
F. PAYMENTS THAT MAY BE EXCLUDED FROM THE REGULAR RATE..................................................................... 10
1. Special Problems with Cafeteria Plans and Cash-in-Lieu of Benefits ........................................................... 11
G. EXAMPLES OF PAYMENTS WHICH ARE INCLUDED IN THE REGULAR RATE ....................................................... 12
1. Sick Leave Buy-Back Payments ................................................................................................................... 13 2. Personal Expenses of an Employee ............................................................................................................... 15 3. Holiday Pay ................................................................................................................................................... 15
a. Holiday Pay for Being Off from Work Because of a Holiday ............................................................... 15 b. Holiday Pay When an Employee Works on a Holiday .......................................................................... 15 c. Payments in Lieu of Holiday Time Off .................................................................................................. 15
H. TIMELY PAYMENTS OF WAGES ........................................................................................................................... 17
APPENDIX 7-A
Regular Rate of Pay Checklist .............................................................................................................................. 19
ENDNOTES ................................................................................................................................................................... 21
The Fair Labor Standards Act: A Public Sector Compliance Guide | ©2018 Liebert Cassidy Whitmore
TABLE OF CONTENTS
Section 8
RECORD KEEPING
A. GENERALLY .....................................................................................................................................................1
B. INFORMATION REQUIRED FOR NON-EXEMPT EMPLOYEES ..........................................................................2
C. INFORMATION REQUIRED FOR 7(K) FIRE PROTECTION/LAW ENFORCEMENT EMPLOYEES .......................2
D. INFORMATION REQUIRED FOR HOSPITAL EMPLOYEES WITH A 7(J) WORK PERIOD ..................................2
E. INFORMATION REQUIRED FOR EMPLOYEES WITH A 7(B) (1040/2080) WORK PERIOD .........................3
F. INFORMATION REQUIRED FOR EXECUTIVE, ADMINISTRATIVE AND PROFESSIONAL EMPLOYEES .............3
G. POSTING REQUIREMENTS ...............................................................................................................................4
H. PRESERVATION OF RECORDS .........................................................................................................................4 1. The Following Documents Must Be Preserved for Three (3) Years ...............................................................4 2. The Following Documents Must Be Preserved for Two (2) Years .................................................................5
ENDNOTES .....................................................................................................................................................................6
The Fair Labor Standards Act: A Public Sector Compliance Guide | ©2018 Liebert Cassidy Whitmore
TABLE OF CONTENTS
Section 9
MINIMUM WAGE
A. NEWLY HIRED EMPLOYEES UNDER 20 YEARS OLD .....................................................................................1
B. CERTIFICATES AUTHORIZING EMPLOYMENT AT SUBMINIMUM WAGES ......................................................1 1. Apprentices .....................................................................................................................................................2 2. Learners ...........................................................................................................................................................2 3. Students ...........................................................................................................................................................3
a. Student Learners.......................................................................................................................................3 b. Full-Time College Students .....................................................................................................................3 c. Full-Time Students Employed in Agriculture ..........................................................................................3
4. Workers with Disabilities ................................................................................................................................4 5. Applying for a Certificate to Employ at Subminimum Wage Rates ...............................................................4
ENDNOTES .....................................................................................................................................................................5
The Fair Labor Standards Act: A Public Sector Compliance Guide | ©2018 Liebert Cassidy Whitmore
TABLE OF CONTENTS
Section 10 – FLSA NEGOTIATIONS CHECKLIST
Section 11 – GLOSSARY OF TERMS
DOL PUBLICATIONS
Federal Regulations: Part 553
Application of the FLSA to Employees of the State and Local Governments
WH Publication # 1391, revised 7/12.
Federal Regulations: Part 541
Defining and Delimiting the Exemptions for Executive, Administrative, Professional,
Computer and Outside Sales Employees
(7-1-12 edition).
Interpretative Bulletin, Part 785
Hours Worked
WH Publication # 1312, revised 7/12.
Interpretative Bulletin, Part 778
Overtime Compensation
WH Publication # 1262, revised 7/12.
Federal Regulations, Part 516
Records to Be Kept by Employers
WH Publication # 1261, revised 7/12.
Federal Regulations, Part 790
General Statement as to the Effect of the Portal-to-Portal Act of 1947 on the Fair Labor
Standards Act of 1938
WH Publication # 1056