Overtime Procedure

Issue Date: 06/03/2019
Related Policy: Overtime

Goal

To authorize overtime pay in a timely manner.

Detailed Procedures

  1. Supervisors must always authorize overtime in advance of the employee performing the overtime work. Employees who do not seek the proper authorization in advance for overtime pay may be subject to corrective action, up to and including termination.
  2. Overtime must be paid and is based on time worked in the work week. The work week runs from 12:01 a.m. Sunday through 12:00 a.m. Saturday.
  3. Holidays will not be included as time worked with respect to overtime calculations, unless an employee is actually required to work on a holiday. Time taken in the week for vacation, sick, or unpaid time off is similarly not included as time worked in the week.

Nonexempt Staff

  1. All nonexempt staff must be paid for every hour worked. The payroll system pays in quarter hour increments so time submitted should be recorded in quarter hour increments. Non-exempt staff are paid their regular salary or straight time for every hour worked up through forty (40) hours (depending on whether the employee is a 37.5 hour/week employee or a 40 hour/week employee). Non-exempt staff are paid at time and one-half beginning with 40.25 hours for the time worked in excess of 40 hours.
  2. The employee is responsible for recording overtime in the payroll system, and the supervisor is responsible for approving overtime in the payroll system. Time should be entered and approved in quarter hour increments. Generally, the overtime pay will be processed in the pay period following the pay period in which the time was worked.
  3. Compensatory time off is not allowed in lieu of pay for overtime worked. Flexing hours within the same work week is permissible.
  4. Employees should refer to the Your HCM Time Sheet and the Case Exception Timesheet Non-exempt Staff (Hourly).

Exempt Staff

  1. Exempt staff typically do not qualify for overtime. However, extraordinary circumstances may warrant additional pay. 
  2. Where the exempt employee is pre-approved for a short-term or seasonal assignment that requires additional hours on average of more than ten (10) hours per week for at least two (2) work months, or for interim job duties, such an extraordinary project may warrant additional pay. 
  3. Supervisors must identify these projects in advance, complete an Additional Pay Request Form, obtain budget approval from their supervisor, and submit the request to the Compensation Office for approval. 
  4. Once approved by the Compensation office, the supervisor must enter payments in the payroll system every pay period.
  5. The additional pay cannot exceed twelve (12) months.

Revision History: 01/01/1995; 01/01/2002; 01/01/2008