Daylight Saving Time – Time Coding and Payment

In order to comply with the Fair Labor Standards Act (FLSA), employees who work an extra hour on the day when daylight savings time ends each fall must be compensated for that extra hour.  For most full-time employees, this extra hour will be paid at the overtime rate (time and one-half).  Conversely, those employees who work one less hour when daylight savings time goes into effect each spring are only eligible to be paid for the actual hours worked.  To implement this requirement, Payroll/Personnel Specialists with 24-hour facilities need to take the following actions:

Start of Daylight Savings

1. Identify those employees who worked the graveyard shift beginning on Saturday, March 9 and ending on Sunday, March 10, 2019 who reported an extra hour on their timecards.
   1. Example:  A shift from Saturday 11 pm to Sunday 7 am will actually be scheduled for a 7 hour shift, and will lose 1 hour. 

• Input Pay Adjustments to pay those identified employees for one less hour. Employees will need to code 1 hour of vacation for the missing hour. 
  • To get that 8th hour it will need to be manually added by entering 1 hour vacation time.  The system will NOT automatically top-up an extra hour of vacation.

Please Note: With Supervisor/Manager approval employees could alter their shift to start an hour early or end an hour late to make up for the daylight savings hour.

End of Daylight Savings

1. Identify those employees who worked the graveyard shift beginning on Saturday, November 2 and ending on Sunday, November 3, 2019 who did not report the extra hour on their timecards.
   1. Example:  A shift from Saturday 11 pm to Sunday 7 am. will actually be scheduled for a 9 hour shift, and will work one additional hour. 

• Input Pay Adjustments to pay those identified employees for one extra hour at the rate of time and one-half.  Part-time employees should be paid 1 hour of straight time if their weekly total hours worked is equal to or less than 40 hours including the extra hour.

Provide this memo to all staff in 24-hour facilities to make them aware of this and to provide guidance on how to code their timecards on the days of daylight savings time.

Departments/Divisions impacted by this change include:

Please call the Workday team at x4043 with any questions concerning this matter.