Human Resources Questions for Dentists: Rounding time worked, hiring the Irish, and more

Handling a small business and issues that come up with staff members can be daunting for some dentists. After all, they went to dental school, not business school. That's why the experts from Bent Erickson & Associates are here to help. Because no dentist wants to get in trouble due to mishandling staff issues.

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QUESTION: What are the rules regarding rounding employees’ time?

ANSWER: Rounding employee’s time is fairly common, particularly when time clocks are used. The practice of rounding is essentially recording the employee’s starting time and stopping time to the nearest five minutes—or to the nearest one-10th or one-quarter of an hour—rather than the exact time. Presumably, this arrangement averages out so that employees are fully compensated for all of the time they actually work. This practice of computing working time will be accepted for enforcement purposes, provided it is used in such a manner that it will not result, over a period of time, in failure to compensate employees properly for all of the time they have actually worked.

Here are two examples of acceptable rounding practices:
• Employee punches in anytime between 8:53 a.m. and 9:00 a.m. (up to seven minutes before start of shift). Employee is paid from 9:00 a.m.
• Employee punches in anytime between 8:45 a.m. and 8:52 a.m. (at least eight minutes before start of shift). Employee is paid from 8:45 a.m.

QUESTION: I have an opportunity to hire someone who is from Ireland. She is here on her husband’s work visa. Is this okay?

ANSWER: Hiring this person depends on whether or not she has adequate documentation to prove that she, not just her husband, is eligible to work in the United States. All employees must complete the I-9 form and present evidence of their legal right to work in the US. If she can do this, then there should be no problem with hiring her. Review the I-9 form for the list of documents that are acceptable.

QUESTION: What is the legal definition of full-time and part-time employees?

ANSWER: There is no legal definition of full-time and part-time employees. Each practice can define these categories of employees based on their business needs. This definition must remain constant—it cannot be arbitrarily changed in order to prevent employees from qualifying as one or the other. If it is changed, it must be prospective and with adequate notice to employees.

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Human Resources Questions for Dentists is provided by Rebecca Boartfield and Tim Twigg of Bent Ericksen & Associates. Tim Twigg is president and Rebecca Boartfield is a human resources compliance consultant with Bent Ericksen & Associates. For 30 years, the company has been a leading authority in human resource and personnel issues, helping dentists deal successfully with the ever-changing and complex labor laws. To receive a complimentary copy of the company’s quarterly newsletter or to learn more about its services, call (800) 679-2760 or visit bentericksen.com.