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Preface

Table of Contents

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Page contents:

A. Eligibility

B. Finishing up time

C. Assigning overtime

D. Compensation for SS and PAO Staff

E. Compensation for PAU Staff

F. Secondary employment

G. Promotions and transfers

H.Departmental responsibilities

I. Employee responsibilities

Forms:

PAO and PAU timesheets

Overtime for PAO, PAU, and Support and Service Staff
PA/SS 4.4

Revised March 21, 2005

Employees covered by this policy

This policy applies to Professional Staff who are eligible for overtime (PAO and PAU) and to Support and Service Staff.

A. Eligibility   

1. All staff must have supervisory permission to work overtime. To be eligible for overtime compensation, employees must be in pay status more than 40 hours per week.

2. Pay status means all time worked plus paid time off such as vacation, PTO, sick, holiday, and other forms of paid time off.

3. Eligibility for overtime is figured as time in pay status in a workweek not a pay period.

B. Finishing up time at the end of a workday

1. At the end of a workday, employees occasionally need less than 15 minutes to complete their duties. Employees may be compensated for this time by allowing them to arrive to work late or leave work early, on another day of the same workweek. The late arrival or early departure time must not exceed the finishing up time.

2. When finishing up time results in more than 40 hours being worked in the workweek, the excess is recorded as overtime at the end of the workweek.

C. Assigning overtime to employees

1. When departments can schedule overtime in advance, they should place qualified employees in an overtime schedule. Departments are to:

   1. Schedule employees so they rotate turns having the opportunity to work overtime; and

   2. Schedule employees according to their seniority within an occupational unit.

2. It is the department's prerogative to determine whether an employee can satisfactorily perform the required work. It is understood that employees will perform reasonable overtime assignments when required, except where cases of personal emergency exist.

D. Overtime compensation for Support and Service Staff and PAO Staff

1. Support and Service Staff and PAO Staff must receive compensation for overtime worked at a rate equal to one and one-half times the regular rate for the work performed. There are two methods of compensation:

   1. Payment at a rate of pay equal to one and one-half the regular rate for the work performed.

      1. The regular rate used to determine the overtime rate will be adjusted upward to include any temporary pay, bonus pay, or other pay that the employee received during the period in which the overtime was worked.

   2. Accumulated as compensatory time off with pay at the rate of one and one-half times overtime hours worked.

      1. Support and Service Staff employees should not accumulate more than 80 hours of compensatory time unless the campus human resources office approves a higher accumulation for specific units.

      2. Staff classified as Professional Overtime Eligible (PAO) may accumulate up to 160 hours of compensatory time.

      3. When the maximum accumulation has been reached, payment at a rate of pay equal to one and one-half the regular rate for the work performed is the only option for the compensation of overtime until the accumulated time drops below the limit.

      4. Staff may be required to use accumulated compensatory time off before using vacation or PTO. A department may also convert accumulated compensatory time to pay at any point.

      5. Staff must use all accumulated compensatory time before taking any absent without pay time or a leave of absence except during an FMLA covered absence.   See the Family and Medical Leave Act policy for the provisions related to the use of compensatory time during an FMLA covered absence.

   3. A department shall have the option of choosing overtime pay or compensatory time off and should announce this decision before requesting staff to work overtime.

E. Overtime Compensation for PAU Staff

1. Staff classified as Professional Salaried-Overtime-Eligible (PAU) must receive compensation for overtime worked at a rate equal to half time the rate for the work performed. This compensation must be in the form of additional pay. Compensatory time off is not an option.

   1. The rate used to determine the overtime rate will be adjusted upward to include any temporary pay, bonus pay, or other pay that the employee received during the period in which the overtime was worked.  

F. Secondary Employment

1. Secondary employment of a 100 percent FTE appointed employee by another department that results in overtime must be compensated at an overtime rate by the secondary department. The amount is one and one-half times the rate of the overtime work performed. This requires the advance agreement between the employee and the secondary department and must be based on a bona fide rate.

2. If a less than 100 percent FTE appointed employee has multiple university jobs, the rate of compensation for time worked in excess of 40 hours in a work week will be the weighted average of the rates for all university jobs for which time was recorded for the employee during the workweek.

3. There are occasional and sporadic hourly jobs such as ticket takers and special event ushers, which an appointed employee may be hired to perform. With advance authorization, these jobs are paid at the regular rate of pay for the job. Contact the campus human resources office if questions arise.

G. Promotions and transfers

When an employee promotes, demotes or transfers to another department or to a position in the same department not eligible for overtime compensation, any accumulated compensatory time must be granted before the move. The time can be granted as time off or pay.

H. Departmental responsibilities

1. Departments are responsible for the following:

   1. Maintaining internal records of overtime worked and compensatory time earned and used.

   2. Reporting overtime worked and compensatory time earned and used on the university-provided records.

2. It is the responsibility of supervisors to plan and schedule work so that it can be performed within the regularly scheduled hours. Supervisors may adjust the work schedule subject to the notice provisions of the Work Hours for Support and Service Staff and Professional Staff who are Eligible for Overtime policy.

I. Employee responsibilities

1. Employees are responsible for the following:

   1. Obtaining supervisory authorization before working any overtime.

   2. Keeping an accurate record of actual time worked. Time is to be recorded daily or weekly as provided for on the department's record keeping system.