Quick Guide for Campus Managers: FLSA/WMWA and overtime eligibility
Last updated: December 9, 2024
The Fair Labor Standards Act (FLSA) and Washington Minimum Wage Act (WMWA) are federal and state laws that establish minimum wage, overtime pay, and other standards that UW must comply with. The Washington State Department of Labor & Industries (L&I) has increased the state overtime salary threshold by 15%, effective January 1, 2025. The salary threshold is one of three requirements for overtime exemption, including being paid on salary basis (not hourly) and meeting a job duties test for one or more of the state/federal exemption categories.
This increase will result in many staff being required to track their time in Workday. Adjusting to this change might be difficult for some employees and this quick guide is meant to help you as you talk with your impacted staff. For additional information, please see the HR webpages: FLSA and WMWA overtime eligibility and exemption or WMWA impact to UW FAQs.
Talking with impacted employees
1. Acknowledge employees concerns and feelings:
Begin by recognizing the value of their contributions and the trust they’ve demonstrated by managing their time responsibly in the past. Acknowledge that this change may feel like a loss of flexibility and could cause frustration.
Example:
“We deeply value the dedication and flexibility you’ve shown in your work. We understand that tracking your time might feel like an added burden, but we want to approach this change thoughtfully and collaboratively. This is new for many of us, you are not alone. Please talk with us directly if there are specific things pertaining to your role that you think we have not considered.”
2. Explain the reason for the change:
Provide a clear rationale for the new time tracking requirements, emphasizing compliance and fairness.
Example:
“While this change is driven by WA state updated overtime rules, which are designed to ensure fair treatment and protect employees, these adjustments do help us continue to operate ethically and protect everyone’s time and efforts.”
3. Highlight employee benefits:
Emphasize how time tracking could benefit them, such as ensuring proper pay for overtime or identifying areas to improve workload balance. Emphasize that this change is not about how the organization values staff effort.
Example:
“By accurately tracking time, we can better understand your workloads and ensure you’re compensated fairly. This helps us to be on the same page, and more accurately advocate for the resources you need to do your best work, so to that end, we would like to issue approval before overtime is accrued. Please remember that this is a time reporting & tracking change, not a change in value of effort; we don’t expect you or most other impacted staff to work more (or less) than you currently do, as the needs and cadences of your work demands.”
4. Reassure commitment to staff support:
Reiterate that the organization values the ability to be responsive in supporting staff with our practices within the new guidelines.
Example:
“While time tracking is necessary, we’re committed to preserving as much of the flexibility in your day as possible. For example: you may need to work a different schedule to accommodate your child’s school events, or you may need to take the afternoon off for an appointment. You will still be supported and in most cases approved to do so. The difference is that now you will need to record that time when you adjust your schedule, or you will take paid time off to cover the absence.”
5. Provide support and training:
Offer clear guidance on how to use the Workday time tracking (training guides are available online and UWHR will also be providing additional supports). Encourage staff to voice concerns or offer suggestions during this transition.
Example:
“We’re here to support you through this transition. Training resources are available to ensure this process is seamless and please let us know if you are getting stuck or need other resources.”
6. What to do if you get push back or the conversation does not remain productive:
Reiterate that you understand that this may be difficult and that they are not alone. There are tools designed to help provide a smooth transition. If they have programs or projects that they anticipate needing overtime to complete, to have conversations with us early and often.
Example:
“We understand that this may be difficult, and many staff are having to adjust to this new requirement at this time – within our department and across the university. There are Workday tools and user guides available to help you get started on tracking time, if this is a new requirement for you. If you are anticipating overtime to complete your work duties, we can work together to create a plan.”