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Human Resources

Human Resources Administrative Practice Manual:
Time Away from Work

Print friendly Modified July 31, 2012

Fair Labor Standards Act Leave

Citation Reference  
Official Title Policy on FLSA Leave
Abbreviated Title FLSA
Volume Human Resources
Responsible Office Human Resources
Originally issued
Revised January 2008

Policy Statement

When an exempt employee is absent from work for less than one (1) scheduled workday and his/her accumulated leave is insufficient to cover the partial day of absence, the employer will:

  1. deduct the cost for such leave in hourly increments from an exempt employee’s salary; or
  2. place the exempt employee on leave without pay.

Such action by the employer will not disqualify the exempt status of the employee’s position (29 CFR 541.5d).

Reason for Policy

This policy ensures compliance with the Fair Labor Standards Act. This policy provides that the University System of Georgia as a public entity is allowed to have a leave program available to employees and from which an exempt employee will draw leave in the event of an absence from the workplace. Such a leave bank program is allowable under the law for public employers recognizing their need to be responsible to the public. The policy also ensures consistency among institutions of the University System in recording leave taken when an employee has exhausted leave from his/her paid leave bank without jeopardizing the exempt status of the employee under the law.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All Human Resources personnel and employees within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Office of Human Resources 404-962-3235 usg-hr@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/

Website Address for This Policy

Related Documents/Resources

None

Definitions

These definitions apply to these terms as they are used in this policy:

  • Board of Regents: The governing body of the University System of Georgia

  • FLSA Leave: Concerns exempt employees unpaid leave from work that covers less that one scheduled workday when the employee’s accumulated leave under one of the USG’s paid leave programs is insufficient to cover the leave.

Overview

The Fair Labor Standards Act (FLSA) establishes minimum wage, overtime pay, record keeping, and child labor standards affecting full-time and part-time workers in the private sector and in Federal, State, and local governments. The FLSA also allows public employers to provide paid leave programs that may be used by employees to account for their absences from the workplace. Such leave programs do not jeopardize the exempt status of an employee even if leave is reported in hour increments or some variation thereof. Public employers may also dock the pay of an exempt employee for leave taken when the employee’s accumulated leave is insufficient to cover the leave without jeopardizing the employee’s exempt status.

Process/Procedures

Responsibilities

The responsibilities each party has in connection with the Policy on FLSA Leave are:

During FLSA Leave:

Party Responsibility
Vice Chancellor for Human Resources, USG Maintain leave, provide guidance to institution human resources officers on effective utilization of policy, monitor for compliance, update the system as necessary, and respond to campus requests for updates.
Institution Chief Human Resources Officers Ensure appropriate utilization of the USG FLSA leave on their respective campuses, including its relation to exempt employees.

Forms

None

Appendices

None


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