Tracking Overtime Hours? There's an App for That!

If it seems like everybody has an app, you're right. Even the Department of Labor (DOL) has one.  The DOL's free app, DOL-Timesheet, allows employees to record the time they spend working for you.  With tis app, employees can create a timesheet, enter a rate of pay, and record hours worked either contemporaneously with a  after the fact. 

Why This Matters
This DOL tool essentially enables employees to create a shadow set of timekeeping records that could be used to challenge your timekeeping records.  As you know, the Fair Labor Standards Act requires that non-exempt, covered employees be paid an overtime premium for hours worked in excess of 40 hours in a workweek.  As reported in previous blog posts, litigation for unpaid overtime is on the rise.  The Wage and Hour Division of DOL  explains that “instead of relying on their employers’ records, workers now can keep their own records.”  

What You Should Do 
If you want to prevent liability under state and federal wage and hour law, consider taking the following preliminary steps:

• Review your own timekeeping and payroll practices.  
• Ensure that you are properly tracking rest and meal breaks. 
• Have employees acknowledge/certify that their submitted timecards are accurate.
• Conduct periodic reviews of actual practices to determine compliance.

If you have questions or would like to discuss this topic in more detail, contact me or visit my website.

Is Telecommuting Right For Your Workplace? Read This

Best Buy and Yahoo recently made news with major overhauls of their telecommuting policies (i.e., reducing or eliminating them).   In telecommuting argument, two objectives seem to dominate: work/life balance on the employee side and productivity on the employer side.   In some instances, telecommuters are more productive than their in-office counterparts.  Sometimes the opposite is the case.  Much of this will depend on the industry, the management culture of the workforce and the employees themselves.  How can you decide if telecommuting will work for your business and for your workforce?  Here are a few things to consider:

Technology and Equipment.  If you’re providing the electronic equipment to your employees, have them sign documents acknowledging receipt of the equipment, requesting that they take appropriate action to prevent damage or theft of the equipment, and indicating who will maintain and replace damaged equipment.  It’s important to have written document of this arrangement.

Security.  Is your telecommuting employee taking home or accessing sensitive documents or electronic data? If so, you should consider taking steps to make sure that their work physical and virtual workspaces are secure.   If the documents are confidential or very sensitive, employers should have a secure Internet connection.

Wage and Hour/Compensation.  The Fair Labor Standards Act (FLSA) requires employers to pay employees for all hours worked and to keep accurate information regarding hours worked. The FLSA explicitly applies this rule “to work performed away from the premises or the job site, or even at home” and requires employers to count the time as hours worked “[i]f the employer knows or has reason to believe that the work is being performed.” (29 C.F.R §785.12)  Employers with non-exempt employee/telecommuters must track those hours and to ensure their accuracy in the absence of a supervisor to monitor the employee’s working hours.

The FLSA requires employers to compensate non-exempt employees for all hours worked and to pay employees overtime for all hours worked over 40 in a given workweek. The federal rules on overtime, waiting time, on-call time, and rest and meal breaks apply to telecommuters as much as they do to employees in the workplace.  Employers with non-exempt telecommuting employees must track employees’ working hours in order to minimize the risk of penalties, charges and lawsuits.

Safety.  Employers are responsible for maintaining a safe working environment for their employees while they are working - whether at home or in the office.   Since employers are responsible for the work, they should consider requiring employees to designate a specific area at home as an office. Employers might also want to perform a site check of the employee’s home, if possible office to ensure both that there are no potential hazards that could expose the employee to harm and the employer to liability.

Bottom Line:
If you’re thinking about establishing a telecommuting policy, consider a written agreement or written terms of employment that outline the telecommuting arrangement.  The agreement should address the issues discussed above.

Also keep in mind that telecommuting might work for your company, but might not be right for every employee.  You should consider outlining job responsibilities and performance criteria before allowing employees to telecommute.

If you have any questions about telecommuting policies, contact me or visit my website.

Employee, Intern, or Volunteer - Why This Matters

The signs of spring are upon us - the birds are chirping, flowers are starting to bloom and students are looking for work.  The job market is tight so many students and recent grads are willing to work for free.  Sounds great, right?  Not so fast. . .

Background
Under the Fair Labor Standards Act (FLSA), individuals who are “suffered or permitted” to work must be paid.  Internships in the “for-profit” private sector will most often be viewed as employment, unless the following criteria are met.  Interns in “for-profit” private sector entities, who do not meet these criteria typically must be paid at least the minimum wage and overtime compensation for hours worked over forty in a workweek.  NB: different standards apply for government and the non-profit sectors.

An Intern is an Intern If. . .
The following six criteria must be applied when determining if an intern is an intern:

1. The internship, even though it includes actual operation of the facilities of the employer, is similar to training which would be given in an educational environment;
2. The internship experience is for the benefit of the intern;
3. The intern does not displace regular employees, but works under close supervision of existing staff;
4. The employer that provides the training derives no immediate advantage from the activities of the intern; and on occasion its operations may actually be impeded;
5. The intern is not necessarily entitled to a job at the conclusion of the internship; and
6. The employer and the intern understand that the intern is not entitled to wages for the time spent in the internship.

If the intern is an intern, there is no employment relationship and the intern would not be entitled to compensation or overtime.

Employers should be aware that simply labeling an employment relationship as an internship does not necessarily create an exemption from legal obligations to pay compensation for services performed.

Why This Matters
The accurate classification of individuals that regularly perform services for your organization is an important undertaking.  Misclassification can expose your businesses to costly litigation, penalties and damages.  Please contact me if you need assistance in this area or a more detailed discussion.

Special Treatment For Charitable Organizations
According to DOL, unpaid internships in the public sector and for non-profit charitable organizations, “where the intern volunteers without expectation of compensation, are generally permissible.”

So What’s The Difference Between An Intern And A Volunteer?
According to DOL, volunteer status is available only to individuals performing charitable activities for not-for-profit organizations.  Private sector, for-profit entities cannot engage volunteers.  Under the FLSA, a volunteer doesn’t receive compensation other than expenses and/or a nominal fee to perform services, and such services are not the same type of service for which the individual is employed.

Questions??  Contact me for a consultation or visit my website.

Employee or Independent Contractor - A Few Guidelines

The Wall Street Journal recently reported something that most business owners already know or should know, that "there is a crackdown on businesses that treat some workers as independent contractors and its causing a stir in industries from trucking to exotic dancing.”  It’s not that the government has anything against exotic dancers or truckers.  The issue for the government is that when employees are misclassified, employees do not get the benefits and overtime to which they are otherwise entitled and the employers avoid paying payroll taxes, i.e., lower revenues for the government.  Independent contractors (ICs) can be referred to as freelancers, consultants, contractors, project workers, temps, specialists, etc.  They are in every industry because, at least on paper, they often make good business sense for many companies.  So how do you know if your workers, whether truckers, dancers, technicians, etc., are employees or independent contractors?

Fortunately, state governments (click here for New York), the Department of Labor (DOL) and the Internal Revenue Service (IRS) provide guidelines.  This might seem like a lot of factors to keep up with but these questions/factors really focus on the same few areas that are concentrated quite nicely in the IRS Three Prong Test.  The IRS divides its analysis into three areas: financial control, behavior control, and the type of relationship.  The analysis focuses on an overall review of the business/worker relationship, who controls the worker, and how the work is performed.

• Financial Control - Are the business aspects of the worker’s job controlled by the company (these include things like how worker is paid, whether expenses are reimbursed, who provides tools/supplies, etc., the extent to which the worker can realize a profit or loss)?
• Behavioral Control - Does the company control or have the right to direct and control what the worker does and how the worker does his/her job through instructions, training, or other means?
• Type of Relationship - Are there written contracts or employee type benefits (i.e. pension plan, insurance, vacation pay, etc.)? Will the relationship continue, i.e., open-ended or project based and is the work performed a key aspect of the business?

The IRS provides more detail on behavioral control in its 20 Factor Right to Control Analysis. 

The Fair Labor Standards Act/DOL applies an "economic realities test" where the analysis, similar to the IRS seeks to determine the totality of the worker/company relationship.  

• Control of Work - The degree to which the company controls the manner in which the work is performed;
• Opportunity for Profit or Loss - The worker's opportunity for profit or loss depending upon the worker's managerial skills;
• Investment by Worker - The worker's investment in equipment or materials required for this project or the worker's employment of helpers;
• Use of Judgment - Whether the services being rendered require a special skill and use of initiative/judgment;
• Permanence of the Relationship - Work for fixed period of time or discrete project
• Integration into Company's Business - Whether the service rendered is an integral part of the alleged employer’s business.

Risks of Misclassification

Risks include liability for unpaid federal, state and local income tax withholdings and Social Security and Medicare contributions, unpaid workers’ compensation and unemployment insurance premiums, and even unpaid work-related expenses and overtime compensation. Any these types of liabilities (in addition to interest and penalties for non-compliance) can be devastating for most businesses. 

The better course is to avoid misclassification.  

Thinking about hiring Independent Contractors?

• Prepare a written agreement for independent contractors addressing terms of the project/assignment.
• Set start and completion dates for the project.
• Make it clear that the worker is free to work for other companies.
• Compensate for the work performed, not the time required to do the job.
• Avoid providing office space, computers, tools and equipment.
• Have workers remain responsible for their own insurance and training.
• Don’t treat the workers as employees (i.e., don't provide business cards and employee perks).

If you think that you have misclassified workers or have any questions, contact me or visit my website.

Unpaid Intern, Volunteer or Employee??

Its that time of year again.  Students have returned to school, eager to work.  Recent grads are still looking for work and are eager to buttress their resumes.  The job market is tight so many are willing to work for free.  Sounds great, right?  Not so fast. . .

Background

Under the Fair Labor Standards Act (FLSA), individuals who are “suffered or permitted” to work must be paid.  Internships in the “for-profit” private sector will most often be viewed as employment, unless the following criteria are met.  Interns in “for-profit” private sector entities, who do not meet these criteria typically must be paid at least the minimum wage and overtime compensation for hours worked over forty in a workweek.  NB: different standards apply for government and the non-profit sectors.

Why This Matters

The accurate classification of individuals that regularly perform services for your organization is a crucial undertaking.  Misclassification can expose your businesses to costly litigation, penalties and damages.  Please contact me if you need assistance in this are or a more detailed discussion. 

An Intern is an Intern If. . .

The following six criteria must be applied when determining if an intern is an intern:

1. The internship, even though it includes actual operation of the facilities of the employer, is similar to training which would be given in an educational environment;
2. The internship experience is for the benefit of the intern;
3. The intern does not displace regular employees, but works under close supervision of existing staff;
4. The employer that provides the training derives no immediate advantage from the activities of the intern; and on occasion its operations may actually be impeded;
5. The intern is not necessarily entitled to a job at the conclusion of the internship; and
6. The employer and the intern understand that the intern is not entitled to wages for the time spent in the internship.

If the intern is an intern, there is no employment relationship and the intern would not be entitled to compensation or overtime. 

Employers should be aware that simply labeling an employment relationship as an internship does not necessarily create an exemption from legal obligations to pay compensation for services performed.

Special Treatment For Charitable Organizations

According to DOL, unpaid internships in the public sector and for non-profit charitable organizations, “where the intern volunteers without expectation of compensation, are generally permissible.”

So What’s The Difference Between An Intern And A Volunteer?

According to DOL, volunteer status is available only to individuals performing charitable activities for not-for-profit organizations.  Private sector, for-profit entities cannot engage volunteers.  Under the FLSA, a volunteer doesn’t receive compensation other than expenses and/or a nominal fee to perform services, and such services are not the same type of service for which the individual is employed. 

Questions??  Contact me for a consultation or visit my website.