California employers are acutely aware of the typical schedule
worked by employees: eight hours a day, five days a week. As we
have become accustomed to doing, California law generally requires
employers to pay employees overtime wages for hours worked in
excess of eight hours during any 24-hour period. But in many cases,
limiting employees to working only eight hours a day is not the
most convenient for either the employee or the Company. End of the
story? Not so fast.
California law provides a respite that allows employees to waive
ordinary overtime requirements for less restrictive requirements
when an employer properly adopts an alternative-workweek schedule.
As with most areas of the California Labor Code, success is in the
details. Failure to follow those details can result in catastrophic
results for your company despite an employee's agreement, or
even actual request, to work such an alternative-workweek
schedule.
The Basics
California Labor Code section 511 allows employers to institute
a regularly scheduled alternative-workweek under which employees
may work more than eight hours in a 24-hour period, up to 10 or 12
hours per day (in limited cases), without an entitlement to
overtime wages. Alternative-workweeks are available to employers
whose employees fall within most wage orders, which govern how
employers pay nonexempt employees.
Wage Orders 15 and 16, which govern, respectively, wages for
household occupations related to the care or maintenance of a
private household, and wages for occupations related to
construction, drilling, logging, and mining, do not provide for the
election of an alternative workweek. Before pursuing an
alternative-workweek election, it's critical to ensure that
your employees are subject to an exemption for an
alternative-workweek. Otherwise, you will be required to pay
overtime even if employees agree to work the alternative schedule.
So, what exactly do alternative-workweek schedules provide? The
most basic understanding of an alternative-workweek is that it is
an optional practice that grants employees desirable flexibility,
and allows employers some scheduling flexibility with regard to
overtime considerations.
For example, under a properly implemented alternative-workweek,
nonexempt employees could work four days a week for 10 hours each
day, without the employer accruing any overtime liability
(generally up to 10 hours per day or 40 hours per week). Another
common variation allows employees to work a so-called 9/80, under
which employees work a total of 80 hours during nine days of work
in a two-week period, again without the employer accruing any
overtime liability.
Since an alternative-workweek schedule constitutes a waiver of
ordinary overtime obligations, employees can work under such a
schedule only after the employer complies with strict procedural
requirements. Those who have become accustomed to dealing with
California's labor laws will not find this surprising.
If an employer does not follow the right procedures, the
Department of Labor Standards and Enforcement (DLSE) may invalidate
the schedules, exposing the employer to overtime liability under
the ordinary state overtime rules. Failure to properly implement an
alternative-workweek can and does expose companies to crippling
class-action lawsuits which often result in six-figure verdicts
– or worse. Several procedural landmines will invalidate what
would otherwise appear to be an acceptable alternative-workweek
schedule.
The Details
All employees who will be affected by an employer's adoption
of an
alternative-workweek schedule must have an opportunity to vote on
whether such a schedule should be adopted. The DLSE will consider
whether the employer has adhered to the following four steps.
First, all affected employees must receive written notice of
the employer's intent to adopt an alternative-workweek
schedule. The notice must sufficiently explain the
alternative-workweek schedule to all the affected employees. If 5%
of the affected employees primarily speak a language that is not
English, the notice must be in that language as well. The notice
must disclose to the affected employees how the proposed
arrangement will affect their wages, hours, and benefits.
It must also provide sufficiently advanced notification to
employees of a meeting, for the sole purpose of discussing the
impact of an alternative-workweek schedule, at least 14 days before
employees vote. Failure to comply with this "cool-off"
period could result in the schedule being invalidated.
Second, acceptable alternative-workweek schedules generally may
require no more than 10 hours per day and 40 hours per week from a
single employee. The employer may propose a single acceptable
alternative-workweek schedule on the notice, or can provide the
affected employees a "menu of options," to the defined
work unit (which is the voting unit). The work unit is defined as
"a division, a department, a job classification, a shift, a
separate physical location, or a recognized subdivision
thereof." A work unit may consist of an individual employee,
as long as the criteria for an identifiable work unit is met.
If you choose to offer a menu of options to the affected
employees, each employee is entitled to choose any of the options.
If you ultimately adopt an alternative-workweek-schedule
arrangement under a "menu of options" with your
employees, employees may, with your permission, switch between the
schedules (or from one option to another) listed on the menu of
options on a weekly basis without conducting another
election.
But if employees wish to switch to a schedule not included on the
original notice, then you will have to go through the election
process again, so it's important to carefully construct the
units of employees that you provide notice to.
Third, the employees whose schedules will be changed to one of the
schedules on the ballot if adopted, commonly referred to as the
affected employees, must be allowed to participate in a
secret-ballot election regarding the proposed schedule. Only the
affected employees may vote in this election and at least 2/3 of
the affected employees must vote in favor of an arrangement in
order for it to be implemented. Exempt employees should not be
included in this election.
Affected employees who are members of the voting unit who do not
cast a vote must be counted as a vote of "no." In
addition, the election must be held at the employer's expense,
during regular working hours, and at the worksite of the affected
employees.
Finally, the election results must be reported to the DLSE within
30 days after finalizing the results. The report will be a public
document, and must contain the tally of the vote, the number of
employees affected by the vote, and the nature of the
employer's business. The report must be sent to the Department
of Industrial Relations, and must note that the report pertains to
Alternative Workweek Election Results.
If you do not follow the election procedures outlined above, the
DLSE may invalidate the election during a wage-hour audit and
require the company to comply retroactively with ordinary overtime
requirements during the workweeks when employees worked the
alternative-work schedule.
Always check with counsel because not all flaws in the election
process or reporting requirement will necessarily invalidate an
election, and the requirements for implementing such a schedule may
vary somewhat among the Wage Orders.
Limiting The Menu
Employers who are genuinely interested in accommodating
employees with an alternative-workweek schedule may provide
employees with a menu of options in the notice, with the intent of
allowing employees to pick the schedule that suits them best.
This may be a mistake, because the business may not inherently
permit employees to freely choose between schedules.
Alternative-workweek schedules typically work best when an
employee's schedule is fixed. When employees subject to an
alternative-workweek schedule come in to work on days that they are
not scheduled to work, they must be paid overtime for up to eight
hours worked; after that they must be paid double time.
Since 2009, the menu-of-options procedure has granted employees
the flexibility to effectively opt-out of an alternative-workweek
schedule without impacting other employees' ability to work on
an alternative schedule. Employers can now include a regular
eight-hour day, five-day a week schedule on the menu of options,
leaving the overtime obligation unchanged as to employees who elect
the regular eight-hour day schedule. This lower barrier to entry
may make the menu-of-options approach more attractive; however,
take care when employing this tool and communicate clearly to
manage employee expectations.
Repealing The Schedule
If 1/3 of the affected employees petition to repeal any type of
alternative-workweek schedule, the employer must hold a new
secret-ballot election within 30 days of the petition. An election
of this type cannot be held within 12 months of another election to
adopt or repeal an alternative-workweek schedule. If 2/3 of the
affected employees vote to repeal the
alternative-workweek schedule, the ordinary work week schedule
must be restored within 60 days. By contrast, an employer may
dismantle an alternative-workweek schedule at any time without
advance notice, although it is wise to provide some advance notice
(at least one pay period).
At The End Of The Day...
Alternative-workweek schedules provide the opportunity to schedule longer uninterrupted shifts, flexibility in managing a staggered workforce, and increased productivity. Additionally, they provide employees the flexibility of a longer weekend. But it's important for employers to proactively address regulatory requirements before implementing.
The content of this article is intended to provide a general guide to the subject matter. Specialist advice should be sought about your specific circumstances.