Travel Pay Policy for Non-Exempt Staff
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Effective Date:
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November 2025
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Focus Group:
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Non-Exempt Employees
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Purpose:
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To ensure that non-exempt employees are compensated in accordance with the Fair Labor Standards Act (FLSA) when traveling for work-related purposes.
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Guidelines:
1. General Requirements
All time that qualifies as compensable travel under the FLSA must be recorded by the employee using the Paylocity web or mobile app. Supervisors must review and approve all time entries.
2. Types of Travel and Pay Rules
A. Travel During Normal Work Hours
B. Required Overnight Travel (Out-of-Town Trips)
For overnight travel required by GOI:
C. Work Performed While Traveling
Any work performed while traveling—such as answering emails, taking calls, preparing reports, or attending meetings—must be paid, regardless of time or day.
3. Pay for Departure and Return Days
While GOI may choose to pay a minimum amount, this does not override federal law.
Therefore:
4. Overtime
All compensable travel hours count toward the 40-hour workweek. Any hours over 40 must be paid at 1.5 times the regular rate of pay.
5. Non-Compensable Travel Time
The following is not compensable:
6. Supervisor Responsibilities
All time that qualifies as compensable travel under the FLSA must be recorded by the employee using the Paylocity web or mobile app. Supervisors must review and approve all time entries.
2. Types of Travel and Pay Rules
A. Travel During Normal Work Hours
- Travel that occurs during an employee’s normal work hours—even on weekends—is compensable.
Example: If an employee’s normal schedule is 8 a.m.–5 p.m., and they travel on a Saturday during those hours, the time must be paid.
B. Required Overnight Travel (Out-of-Town Trips)
For overnight travel required by GOI:
- Time spent traveling during normal work hours is compensable—even if the travel occurs on a non-workday.
- Travel outside normal work hours as a passenger is not compensable unless the employee performs work while traveling.
- Driving a vehicle (even outside normal work hours) is always compensable when required by GOI.
C. Work Performed While Traveling
Any work performed while traveling—such as answering emails, taking calls, preparing reports, or attending meetings—must be paid, regardless of time or day.
3. Pay for Departure and Return Days
While GOI may choose to pay a minimum amount, this does not override federal law.
Therefore:
- Employees will be paid for all hours of compensable travel and work on travel days, even if this exceeds 8 hours.
- If the organization wishes to guarantee a minimum of 8 hours of pay on travel days, it may do so, but cannot cap pay if compensable hours exceed 8.
4. Overtime
All compensable travel hours count toward the 40-hour workweek. Any hours over 40 must be paid at 1.5 times the regular rate of pay.
5. Non-Compensable Travel Time
The following is not compensable:
- Normal home-to-work commuting time
- Travel as a passenger outside normal work hours when no work is performed and attendance is not required
6. Supervisor Responsibilities
- Obtain HR approval before scheduling non-exempt employees for overnight or extended travel.
- Ensure employees understand how to record travel time correctly.
- Review time entries daily during travel periods.