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<p class="MsoNormal"><span style="color:#1F497D">Payroll Partners,<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">See the below guidance regarding FLSA corrections. Please note that are specific instructions related to changing an employee’s FLSA status from Non Exempt to Exempt.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<div>
<p class="MsoNormal"><span style="color:#1F497D">Thanks,<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">Seth Lewis<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">503-983-1582<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Calisto MT",serif;color:#1F497D"><img width="240" height="120" style="width:2.5in;height:1.25in" id="_x0000_i1026" src="cid:image002.jpg@01D71012.356312A0" alt="PTTRP logo_sm"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">“Moving Time and Pay to the 21<sup>st</sup> Century”<o:p></o:p></span></p>
</div>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<div>
<div style="border:none;border-top:solid #E1E1E1 1.0pt;padding:3.0pt 0in 0in 0in">
<p class="MsoNormal"><b>From:</b> LAWSON Heath * DAS <Heath.LAWSON@oregon.gov> <br>
<b>Sent:</b> Wednesday, March 3, 2021 9:43 AM<br>
<b>To:</b> 'hrexec@omls.oregon.gov' <hrexec@omls.oregon.gov>; 'hrmgr-net@omls.oregon.gov' <hrmgr-net@omls.oregon.gov>; 'wd_arc@omls.oregon.gov' <wd_arc@omls.oregon.gov>; 'Hrtech-net@omls.oregon.gov' <Hrtech-net@omls.oregon.gov>; 'recruiters@omls.oregon.gov'
<recruiters@omls.oregon.gov><br>
<b>Subject:</b> Guidance on FLSA/OT Corrections - Action requested<o:p></o:p></p>
</div>
</div>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Good morning HR community,<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Recently agencies were asked to review their data on employee FLSA status for accuracy. Some agencies discovered that there were employees whose FLSA status or overtime eligibility had been entered inaccurately or came over from PPDB inaccurately,
and now needs to be corrected in Workday. This brought to light that while we have a process established in policy and in most CBAs for when there is an official change to an employee’s FLSA status, there is not a clear and consistent process for making those
corrections when an employee’s FLSA or overtime eligibility is discovered to have been entered inaccurately.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">We know many of you have been waiting for this information, and we thank you for your patience as we worked out the best way to get this issue remedied.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">The plan to correct these errors:<o:p></o:p></p>
<p class="MsoListParagraphCxSpFirst" style="text-indent:-.25in;mso-list:l0 level1 lfo2">
<![if !supportLists]><span class="normaltextrun1"><span style="mso-list:Ignore">1)<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><b>Exempt to Non-exempt:</b> When correcting an employee’s FLSA status/OT eligibility that was incorrectly entered as exempt to non-exempt, please c<span class="normaltextrun1">orrect the individual’s status in Workday. The effective
date of the correction is the beginning of the current tax year (beginning December 1st of the previous year) or hire date, whichever date is most recent. HR and Payroll will need to manually review and document the history, going back two years or to the
position start date, whichever is earlier. This will determine if there are any under payments, and the agency will need to notify the employee of any incorrect payments and how they will be handled based on applicable policy or CBA.<o:p></o:p></span></p>
<p class="MsoListParagraphCxSpMiddle"><o:p> </o:p></p>
<p class="MsoListParagraphCxSpMiddle" style="text-indent:-.25in;mso-list:l0 level1 lfo2">
<![if !supportLists]><span style="mso-list:Ignore">2)<span style="font:7.0pt "Times New Roman"">
</span></span><![endif]><b>Non-exempt to Exempt: Please do not make changes in these cases.</b> Agencies will need to submit lists of employees with inaccurate FLSA status/OT eligibility status requiring an FLSA change of Non-exempt to Exempt using the attached
Excel spreadsheet. When complete, please send to <a href="mailto:CHRO.Policy@oregon.gov">
CHRO.Policy@oregon.gov </a><span class="MsoHyperlink"><span style="color:windowtext;text-decoration:none">by
<b>close of business Monday, March 15, 2021</b>. (There is an example of the information needed at the top of the document on line 2.) Direction about making these corrections in the system will be coming at a later date.</span></span><o:p></o:p></p>
<p class="MsoListParagraphCxSpLast"><o:p> </o:p></p>
<p class="MsoNormal">If there are changes to an employee’s position (such as duty changes) that has resulted in a change to their FLSA/OT eligibility, please follow the process outlined in CBA or policy to make the appropriate notifications.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">In partnership,<o:p></o:p></p>
<p class="MsoNormal">CHRO Team<o:p></o:p></p>
<p class="MsoNormal"><span style="color:#1F497D"><img border="0" width="435" height="99" style="width:4.5312in;height:1.0312in" id="Picture_x0020_1" src="cid:image001.png@01D71010.42871870" alt="signature_174819467"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
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