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Compensable Travel Time

These are the questions that HR has received in the past.


New Fair Labor Standards Act (FLSA) Overtime Regulations

For any additional questions, please contact Blake Bissing at bsb106@txstate.edu


Logging Work Time

  • Overtime rules for conferences and training:

    The FLSA provides guidance related to attendance at conferences and training events. This guidance is summarized below.

    Time need not be counted as hours worked if all of the criteria listed here are met:

    • Attendance is outside the employee’s regular work hours.
    • Attendance is voluntary.
    • The course, lecture, meeting is not directly related to the employee’s job.
    • The employee does no productive work while in attendance.

    If these criteria are not met the time spent in attendance at a training event, conference or workshop is considered compensable time.

    Remember, training that is 1) involuntary, 2) related to the employee’s job, 3) during regular working hours, or  is 4)  productive is considered compensable work time.

  • Travel time is generally compensable during regular working hours on work days and during regular working hours on weekends. We have a compensable travel time chart available for your reference under additional resources.


Job Audits

  • A reclassification is a technical adjustment of a position’s title to ensure that the job title adequately describes the job duties and responsibilities performed by the employee. A reclassification requires a job audit from Human Resources to determine the appropriate job title for the assigned duties and responsibilities. An audit also ascertains the appropriate FLSA overtime status and EEO category.

    A promotion does not require an audit and is based on merit and an employee’s performance. A promotion can occur when the department has a vacant position to promote an employee into. Occasionally an audit is needed to create a new position into which the department can promote an employee.

  • HR needs a requisition sent through administrative channels via the EASY system. The requesting department needs to add the organizational chart, job analysis form, and justification memo to the requisition. Once the requisition and attachments are received by HR the audit is placed on our schedule. Audits are handled in the order in which they are received.

  • HR attempts to complete audits as soon as possible, but due to work load and audit volume we anticipate  2 to 3 work weeks after receipt of all of the required documentation. Audits are handled in the order received. Currently HR is completing most audits within 5-6 work days.

  • Every requisition that is sent through administrative channels for a job audit must be approved by the appropriate vice president and the budget office.

    The vice president approves the audit request. The budget office approves funding for the audit result, either for the new position or to fund any proposed increase as the result of a reclassification audit.


Salary Compensation

  • Occasionally managers want to compensate a staff employee for performing duties unrelated to their regular job. It is important that the duties be unrelated to their primary appointment with the university. When this happens, the manager will need to do the following:

    • Send a list of duties to HR.
      • HR will determine whether the duties are exempt from FLSA overtime and are unrelated to the employee’s current job with the university. If approved by HR, the manager will:
    • Pay an exempt employee by PCR via a lump sum payment (Special Payment PCR).
      • Duties performed during the regular work day must be covered by the appropriate paid leave category (accrued vacation or state comp time).

    If the extra job duties are considered non-exempt by HR, the manager will:

    • Pay the employee by use of the Event Work Hours option in time entry. 
      • Event work paid equal to the employee’s hourly rate at time and a half

    Notes: Consistent with federal law and university policy, a non-exempt employee cannot receive a lump sum stipend payment. Compensation for additional work performed cannot exceed more than 25% of the staff employee’s base annual salary each fiscal year.

  • UPPS 04.04.11 states: A transfer means a change to another position with the same or lower pay grade minimum salary. It is not the result of a disciplinary action. A department may transfer an employee to an equivalent position or title under the same account manager or within the same account, as necessary. An employee may request a transfer to an equivalent or lower position or title under the same account manager or within the same account. The PCR will show the granted transfer as a voluntary transfer, not a demotion.

    1. Transfer to an un-posted position with the same pay grade – The department head may place the employee’s salary at any rate in the new pay grade but not more than the employee’s current salary. Additionally, there is a required 90-calendar-day waiting period before a pay adjustment may be made.
    2. Transfer to an un-posted position with a lower pay grade—The department head may place the employee’s salary at the employee’s current rate or the new pay grade maximum whichever is lower. Additionally, there is a required 90-calendar-day waiting period before a pay adjustment may be made.
    3. Transfer to a posted position with no posted rate – The department head may place the employee’s salary at the employee’s current rate or the new pay grade maximum whichever is lower. Additionally, there is a required 90-calendar-day waiting period before a pay adjustment may be made.
    4. Transfer to a posted position with a posted rate –If a single rate was posted, the employee’s salary must be placed at that posted single rate. If a rate range was posted, the employee’s salary may be placed anywhere within the pay plan range for the posted title but no higher than the employee’s current rate or the maximum of the new pay grade whichever is lower. Additionally, there is a required 90 calendar day waiting period before any pay adjustment may be made.
  • UPPS 04.04.11 states: Promotion Compensation (Staff) – As distinguished from a  reclassification, means a change to a position title in a higher pay grade.

    1. Promotion to an un-posted position or to a position with no posted rate – The department head may place the employee’s salary at any rate in the new pay grade.
    2. Promotion to a posted position with a posted rate/range – If a single rate was posted, the employee’s salary must be placed at the posted single rate.  If a rate range was posted, the employee’s salary may be placed anywhere within the pay plan range for the posted title but no higher than the maximum of the posted range.
  • University policy provides for pay increases in several ways: University Longevity Pay, Market adjustments, and Merit pay.

    University Longevity is awarded every two years of employment for up to 4 times based on the employee’s hire date. Each increase is 1.5%. Some personnel actions (reclassifications, promotions, etc) increase the number of ULP increases an employee may receive by resetting their ULP calendar and making them eligible for 4 additional ULP increases.

    In addition, Human Resources provides management with recommendations to update the university’s pay plan which may also result in a pay increase for those employees who fall below the new pay plan minimum.

    A merit pay increase is discretionary and it is up to the immediate supervisor and the department’s chain of command to determine the amount of merit increase to grant an employee.

    In addition, supervisors may grant a pay increase with appropriate approvals through administrative channels at any time as a “salary adjustment.”


Job Posting

  • HR has developed a degree validation process that assists in determining whether or not a degree is an absolute bona fide requirement of the job. A validation process is completed to ensure that the university’s minimum job requirements are valid and are based on verifiable and validated knowledge, skills and abilities. Most staff jobs do not require a degree as a bona fide occupational qualification (BFOQ) and the knowledge, skill and ability that it takes to perform the critical functions of most jobs can be acquired through means other than a college degree. In most cases, the degree will be placed under “preferred” in the job posting. The degree validation form can be found on the HR Forms page.