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Kansas State University
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Manhattan, KS 66506-4801

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FLSA Resources for Managers


Take our quick, online FLSA Training to learn more about FLSA and how to help your employees through the upcoming change.

For employees who were unable to attend the in-person FLSA training, a recorded Zoom session is available to view.

Approving time

As a manager of non-exempt employees, a Time Document can be used to track time and leave. Default work schedules (xls) (based on position) and holiday schedules (xls) print on time documents for full-time employees. Managers should consult with their Human Capital Services liaison regarding time and leave for non-exempt employees, and to have time documents printed. Hours are recorded by earnings code (xls) and must be used in quarter-hour increments.

Addressing employee concerns

Concern 1: Status and morale

To some employees, transitioning from exempt to non-exempt may feel like their stature at the university has changed, which can have an impact on morale.

Talking points for discussing with employees:

  • Explain the intent of the law - it is intended to protect workers. Remember that FLSA is a federal law with which the university must comply.
  • Remind the employee that most other employees likely would not know another's exempt or non-exempt status.
Concern 2: Flexibility

Because employees moving from exempt to non-exempt will need to track their hours in quarter-hour increments, many employees will perceive a loss of flexibility.

Talking points for discussing with employees:

  • Clarify your expectations about working flexibly. For instance, will employees be expected to work 8:00 AM - 5:00 PM, or can they work 9:00 AM - 6:00 PM? Which schedule deviations will need to be cleared by you and which will not?
Concern 3: Career opportunities

Related to Concern 1 regarding employee morale and status, employees may perceive that transitioning from exempt to non-exempt will negatively impact their career.

Talking points for discussing with employees:

  • Explain that moving from one exempt status to the other should not have any impact on future career opportunities.

Overtime, compensatory time: what is the difference?


Overtime occurs when an employee works more than 40 hours in a workweek. Overtime results in additional cost as the employee earns one and one-half time for any overtime hours. To learn more about overtime, see FAQs or PPM 4420.070. As a manager, it's important to convey your expectations about overtime. For instance, make sure employees know they should have approval before working overtime.

Compensatory time

Compensatory time ("comp-time") provides the employee with time off instead of overtime pay. For each hour of overtime, an employee would earn one and one-half hours of time off. To learn more about comp-time, see FAQs or PPM 4420.070. As with overtime, you as a manager should convey your expectations about earning comp-time.

Scenarios managers may encounter when managing time

An employee checks her email every night; she says it helps her prepare for the day ahead.

This activity is considered worked time, and must be recorded and paid. Depending on the number of hours the employee has worked that week, this may also trigger overtime pay for any hours over 40 in the workweek, regardless of whether you approve the overtime or not. Remember, employees must be paid for time worked. As a manager, you will need to be clear about your expectations about working overtime, reminding employees that checking email at home is considered working.

An employee works a twelve hour day at an event he helped plan. With your permission, he only works four hours the next day. He works his normal eight hour schedule the remainder of the week.

In this case, the employee would not receive overtime pay because the total hours worked in the workweek did not exceed 40 hours. FLSA is based on the total hours worked (approved or not approved) in the workweek, not the number of hours worked per day.

An employee would like to attend a two-day conference in St. Louis.

Travel for non-exempt employees is often considered work time, but the rules can be complex. For instance, the rules for what is considered work time are different for travel during the day than for overnight travel. In general, know that travel time should be tracked, and may be compensable time. To learn more about travel, refer to the FLSA FAQs, PPM 4420.080 and/or consult with your Human Capital Services liaison.

Learn more

Department of Labor Wage and Hour Division:

College and University Professionals Association for Human Resources (CUPA-HR):