How to Pay Employees for Travel Time During Training
Companies must set clear standards for paying employees for travel time during training. The same policies should apply for all levels of employment, from entry level to executive. Certain factors such as whether the travel time is during normal business hours, if the employee is exempt or non-exempt and federal regulations may affect employee payment for travel time.
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Instructions
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Create policies relating to payment to employees for travel time during training. Define to whom this policy applies within the company and what you consider travel time. Outline approval processes and payment procedures. Assure your policies comply with the Fair Labor Standards Act rules on compensating hourly employees for travel time. If you don't understand the FLSA rules and need help interpreting them, ask your company's attorney or call the Department of Labor at 866-487-9243 (Wage and Hour Division) or 866-487-2365 (for general Department of Labor questions).
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Ask employees to estimate the number of hours of travel time required to get from their homes to the training location. Calculate a flat hourly rate to pay for this time, and add this amount to the employee's regular paycheck or write a separate check to pay for the travel time.
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Arrange all travel, including airfare or train fare, in advance of the training and let employees know the company will be covering the travel costs. The employees' travel time pay counts as regular work time.
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Give employees an advance to cover any travel costs, including their time. Provide a flat rate per each day of travel to account for travel time and cover any costs incurred with getting to the training site.
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Set a standard pay rate during the training period. You may choose to give this to the employees on top of his regular salary or, if he is new to the company, provide this payment in lieu of a paycheck. Provide this pay in advance or after the training concludes.
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