Emergency Pay Practices Frequently Asked Questions

Note: This document includes information provided in the previous global alerts.

1) When are Emergency Pay Practices in effect?

  1. An organization-wide CARLA was activated at 10:00 a.m. this morning. Emergency pay practices will be applied retroactively to 7:00 a.m.
  2. All non-exempt employees working as of 7:00 a.m. this morning will receive an Emergency differential of $5.00 per hour for hours worked during the CARLA. This differential will be in addition to their regular pay including any applicable differentials and overtime. This differential will be processed by Payroll, and no scheduling or Kronos edits are required. An email will be distributed to Directors from Payroll to confirm eligible employees (non-exempt employees who reported on-site).
  3. Exempt employees who are working during the CARLA will be paid their regular salary.

2) How will employees scheduled to work be paid if they do not come into work?

  1. Employees calling in due to road conditions will be coded as PTO. If the employee does not have PTO, then it is unpaid time.
  2. Employees calling in due to childcare limitations resulting from school closures also will be coded as PTO. If the employee does not have PTO, then it is unpaid time.
  3. Employees who called in due to illness will be coded as PTU.

3) How will employees be paid if they are allowed to go home, sent home or told to stay home?

  1. Employees who are part of a department or clinic closure will be coded as PTO.
  2. Employees asked to go home after arriving for their normal shift:

 Non-exempt employees should use their PTO accruals. If the employee does not have PTO, then it is unpaid time. Non-exempt employees will not be charged PTO in periods of less than one (1) hour.

 Exempt employees will be paid regular salary for their entire shift.

4) How are employees paid who volunteer to stay at work?

  1. Non-exempt employees who volunteer to stay and are approved to work by their leader will be paid at their regular hourly rate for their time worked (with overtime calculated in accordance with FLSA guidelines).
  2. Exempt employees who volunteer to stay and are approved to work by their leader will be paid salary based on standard work hours.

5) How will employees be paid if they are told to report to work prior to their scheduled start time (e.g. night shift should report at 4:00 p.m.)?

  1. Non-exempt employees required to report to work early will be paid at their regular hourly rate for this time with overtime calculated in accordance with FLSA guidelines.
  2. In accordance with the FLSA, exempt employees will be paid their regular salary.

6) How will employees be paid if they are told to go home, but cannot physically go home due to inclement weather or other circumstances?

  1. If the employees are not working, they will be paid from their PTO bank.
  2. If the employees are permitted to perform work, they should track their hours (e.g., clocking-in if non-exempt) and will be paid in accordance with FLSA guidelines.

7) How will employees be paid who sleep on campus?

  1. Non-exempt employees who are required to stay at the Hospital or in designated sleeping areas during their time-off shift will be paid at their regular hourly rate for this time with overtime being calculated in accordance with FLSA guidelines (over 40 hours). No differentials will be paid during this period. A maximum of 8 hours within a 24-hour period will be classified as sleep time and/or time required to be on campus but not working. Any hours in excess of 8 hours in a 24-hour period will be classified as time worked, with all standard differentials applying.

Tracking for sleep time:

 Sleep pay should be limited to 8 hours for all non-exempt employees, based on FLSA guidelines.

 Clairvia Users – Sleep pay should be scheduled in Clairvia using the SLP code. This will flow into Kronos in the routine daily interface. The code will be added in Clairvia by end of business today.

 Non-Clairvia Users have to clock in/out for sleep pay.

 Non-Clairvia Users option 1 – A sleep button has been activated on the time clock and can be utilized to track sleep pay.

 Non-Clairvia Users; option 2 – An employees’ manager or timekeeper can do a work rule transfer to add the SLP pay code on an employees’ time card.

  1. Exempt employees will not receive additional pay for sleeping on campus.

8) Will employees who have scheduled PTO be expected to report to work?

  1. Employees who are scheduled for 2 or more consecutive days of previously-approved PTO (2 weeks in advance) are excused from reporting to work if the report date is during their scheduled time off.

Any additional pay requests will be considered throughout or after the event as needed.

Questions?

If you have any questions about these pay practices, please contact the Compensation team at 832-824-824-3088 or by email at HRComp@texaschildrens.org.

 

 

Revised 4/18/16