This job aid explains the process for resolving a conflicting Fair Labor Standards Act (FLSA) status when hiring an employee into an additional, concurrent position. This job aid briefly explains the Fair Labor Standards Act (FLSA) and how to align FLSA status and pay frequency between an employee’s existing job and their additional concurrent job.
The Fair Labor Standards Act (FLSA) is a federal statute governed by the U.S. Department of Labor that establishes minimum wage and overtime requirements and is applicable to private sector and government employers, including the University of California.
In UCPath, an employee may have only one FLSA status (exempt or non-exempt) and only one pay frequency (monthly or biweekly). If an employee will be hired into a concurrent job that has an FLSA status that conflicts with their existing job record, the records must be aligned to a single FLSA status approved by the appropriate Central Office (e.g., Academic Personnel Office, Campus Human Resources, Graduate Division, Health Human Resources).
For questions regarding exempt and non-exempt status and to seek authorization for FLSA overrides, refer to the list at the bottom of this job aid for Central Office contact information.
Prior to hiring an employee into a concurrent job in UCPath, perform the following actions.
Use the Search Person page in UCPath to determine prior UC employment and obtain the employee’s EMPL ID.
Navigate to the Person Organizational Summary page in UCPath and search for the employee.
Click the View All hyperlink to see all records. Review the employee’s existing job record(s), including the current FLSA status.
NOTE: The following image shows an employee who has one active appointment and one inactive appointment. The current, active appointment is an Academic Student title with an Exempt status. The employee is salaried with the 4AC Pay Group.
NOTE: Refer to page 7 of the Pay Group Assignment, Configuration, and Code List UCPath Job Aid for a comprehensive list of the pay groups at UCLA.
If the employee has an existing job record with an FLSA status that is different than the position you are hiring them into (i.e., they have a current exempt appointment and the position you are hiring them into is non-exempt), contact the appropriate Central Office (refer to the list at the bottom of this job aid) to begin the FLSA Conflict approval process before entering the concurrent hire in UCPath.
IMPORTANT: If you submit a Concurrent Hire template and the employee has a conflicting FLSA status, UCPath Center will cancel the template.
NOTE: It is the responsibility of the hiring department to contact the Central Office and obtain the necessary approval.
When the appropriate Central Office provides approval, they will provide additional instructions for entering the data in UCPath.
Academic Personnel Office: Refer to the Academic Affairs and Personnel Office Directory to find the appropriate contact.
Campus Human Resources: Refer to the CHR Compensation Services Directory to contact your department’s Compensation Consultant.
Division of Graduate Education: Submit requests directly via the DGE portal or email [email protected].
Health Human Resources: Refer to the UCLA Health Compensation web page for more information.