Policy no. IV-2
Effective date: 01/01/2008
Scope: All eligible staff and student employees
It is assumed that there will be occasions when overtime will be required of non-exempt employees. Overtime is normally handled on a volunteer basis and must be approved in advance by the appropriate department head or supervisor. The supervisor is responsible for managing work loads in an effort to minimize the need for overtime, for selecting staff who are most qualified to perform the job and for distributing overtime equitably among all the staff. The supervisor is responsible for establishing an approval process for employees to incur overtime expenses. Staff are responsible for recognizing the work needs and cooperating with those needs.
Non-exempt staff will be compensated at their base rate of pay up to 40 hours and at one and one-half times their base rate of pay for time worked over 40 hours in a work week. A non-exempt employee must be paid for all hours actually worked whether specifically authorized or not. However, employees who work overtime without the proper advance authorization may be subject to corrective action up to and including termination. For purposes of calculating overtime, a holiday will be included in determining the worked time for the work week, but sick, vacation, and/or unpaid time off will not be included in calculating overtime; and hours will be paid to the nearest 1/10 (one-tenth) hour.
Overtime will normally be paid in the pay period following the pay period in which the time was worked.
Non-exempt employees may be required to travel for university-related business. Travel time for university business-related reasons is considered “work-time” and therefore must be paid. Examples include: traveling during normal work hours and/or on a non-working day, i.e., Saturday, Sunday, or holiday for university business-related reasons, traveling from job site to job site during the scheduled work day, or required participation in university social activities. In addition, attendance at conferences, meetings, training programs, and similar activities are considered worked time if participation is required. Refer to the Fair Labor Standards Act or the Compensation Office for additional information or consultation.
It is assumed that all exempt employees will willingly include as part of their regular work week additional work time to meet outside of normal work schedules, to handle short-term projects, and to satisfy weekly work requirements. If an exempt employee is scheduled for an exceptional and pre-approved assignment that requires additional hours on average of more than 10 hours per week for at least two work months, additional pay is allowable as approved.
The supervisor should consult the Compensation Office about the feasibility of additional pay at the employee's straight time rate within the federal wage and hour law.
Policy Administration: Compensation office and supervisor.