Report Settings

Purpose Statement

This article guides administrators through the configuration of Fair Labor Standards Act (FLSA) cycles and pay periods within the First Due platform. FLSA cycle configuration ensures accurate overtime tracking, payroll compliance, and proper labor hour reporting for emergency services personnel who operate under specialized work schedules and compensation rules.

Background Information

The Fair Labor Standards Act establishes overtime and record-keeping requirements for public safety employees working extended shifts common in fire and EMS operations. First Due's FLSA cycle configuration allows agencies to define custom work periods that align with their specific payroll structures, whether operating on traditional daily schedules, Kelly days, 48/96 shifts, or other specialized rotation patterns.

Properly configured FLSA cycles ensure that:

Overtime calculations reflect your agency's actual work periods
Payroll reports align with your financial management system
Compliance documentation accurately represents labor hours
Scheduling reports reflect the correct pay period boundaries

Most fire and EMS agencies use FLSA cycles ranging from 7 to 28 days, with 14-day and 28-day cycles being most common. Your configuration should match your established payroll practices and collective bargaining agreements.

Required Permissions

To configure FLSA cycles and pay periods, users must have:

Access Scheduling
Access Setup

Video

Step-by-Step Guide

Step 1: Access Scheduling Setup

Navigate to Scheduling > Setup from the main menu. This opens the scheduling configuration dashboard where all pay period and FLSA cycle settings are managed.

Step 2: Configure FLSA Cycle Parameters

In the FLSA Cycles section, you can establish the foundational work period settings:

Set the Cycle Length:

Define the number of days in your FLSA work period (typically 7, 14, 21, or 28 days)
Ensure this matches your established payroll practices and any applicable collective bargaining agreements

Set the Start Date:

Select the date your current FLSA cycle begins
This date anchors all future cycle calculations and should align with your payroll system
Choose a date that represents the beginning of an actual work period, not an arbitrary calendar date

Enable FLSA Cycle Priority (Optional):

Toggle this setting ON if you want FLSA cycles to take precedence in reporting
When enabled, canned reports will automatically filter data based on pay periods within the FLSA cycle
This is recommended for agencies where FLSA compliance is the primary reporting concern
When disabled, reports will use standard calendar-based date ranges unless manually adjusted

Step 3: Configure Pay Period Frequency

In the Pay Period section, select the frequency that matches your agency's payroll schedule. First Due offers three frequency options:

Days:

Use this option for custom pay period lengths measured in specific day counts
Set the pay period length (e.g., 7 days, 14 days, 21 days)
Define the Start Date that anchors all future pay periods
This option provides maximum flexibility for non-standard payroll cycles

Days of the Month:

Use this option when pay periods begin on specific calendar dates each month
Set two days that pay periods start (e.g., the 1st and 16th of each month)
This accommodates semi-monthly payroll structures common in some municipal agencies
System automatically handles months with varying day counts

Monthly:

Select this option for straightforward monthly pay periods
Pay periods automatically align with calendar months
Start date defaults to the first day of each month
This is the simplest option for agencies using calendar-month payroll

Step 4: Save Configuration

Click Save to apply your FLSA cycle and pay period settings. The system will:

Validate that your settings create logically consistent pay periods
Apply the configuration to all scheduling and payroll reports
Update any affected dashboards and analytics
Recalculate overtime thresholds based on the new cycle parameters

Important: After saving, review several scheduled shifts to confirm that pay period assignments appear correctly before finalizing payroll for the current period.

Best Practices

Do:

Coordinate FLSA cycle configuration with your finance/payroll department before implementation
Document your cycle start date and length in your agency's scheduling policy manual
Enable FLSA cycle priority if overtime compliance is your primary reporting concern
Test configuration changes during a non-critical payroll period when possible
Verify that your settings comply with applicable collective bargaining agreements
Schedule training for supervisors on how pay periods affect overtime calculations

Don't:

Change FLSA cycle settings mid-period without consulting your payroll administrator
Modify the cycle start date without understanding historical reporting impacts
Configure pay periods that conflict with your established payroll processing schedule
Enable FLSA priority if you primarily need calendar-based reporting
Rush implementation without reviewing how changes affect current shift assignments

Configuration Tips:

Most 24-hour shift departments use 28-day FLSA cycles to simplify overtime tracking
Agencies with 12-hour shifts often use 14-day cycles aligned with bi-weekly payroll
If your cycle length doesn't evenly divide into calendar months, the "Days" option provides the most accuracy
Document any custom configurations in your agency's standard operating procedures

Troubleshooting & FAQs

Q: What happens to historical data when I change the FLSA cycle start date? A: Historical data remains unchanged. The new start date only affects future pay period calculations and reporting. However, if you enable FLSA priority after changing the start date, historical reports may display differently when regenerated.

Q: Can I have different FLSA cycles for different shift groups? A: No, FLSA cycle configuration is agency-wide in First Due. If you have multiple bargaining units with different cycles, you may need to track this through separate reporting mechanisms or contact First Due support about multi-agency configurations.

Q: My pay periods don't align with my FLSA cycles. Is this normal? A: Yes, this can be normal. Some agencies use 14-day FLSA cycles for overtime calculations but process payroll semi-monthly (1st and 16th). Configure both settings independently to match your actual practices.

Q: Why isn't the "Save" button working? A: Verify that you've selected a start date and defined all required parameters for your chosen pay period frequency. The system requires complete configuration before allowing you to save.

Q: How do I know if I should enable FLSA cycle priority? A: Enable this if your primary reporting need is FLSA compliance and overtime tracking. Leave it disabled if you frequently need reports based on calendar months or custom date ranges. You can toggle this setting without affecting your underlying cycle configuration.

Q: What if I need to change my cycle length after several months of operation? A: Contact your First Due support team before making this change. Altering cycle length can significantly impact historical reporting and overtime calculations. Support can help you implement the change with minimal disruption to your records.

Issue: Reports showing incorrect overtime calculations

Verify your FLSA cycle length matches your actual payroll practices
Confirm the cycle start date aligns with your current pay period
Check if FLSA priority is enabled and whether this affects your report parameters
Review individual employee records to ensure shift assignments fall within correct pay periods

Issue: Pay period dates don't appear correctly on schedules

Confirm your pay period frequency selection matches your payroll schedule
Verify start dates are set correctly for your chosen frequency
For "Days of the Month" selections, ensure both dates are properly configured
Check that you've clicked "Save" after making configuration changes

Suggested Tags

Configure FLSA Cycles and Pay Periods