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Preface

Table of Contents

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Page contents:

A. Eligibility

B. Recordkeeping

C. Finishing-up time

D. Rotation schedule

E. Managers and supervisors

F. Call back

G. Compensation

H. Time off

I. Secondary employment

 

Overtime
CWA 5.3

Revised September 11, 2006

Employees covered by this policy
This policy applies to all Support Staff at IU Bloomington at Northwest.

A. Responsibility and eligibility

1. Employees will not be expected to work overtime except when it is absolutely necessary as determined by supervision. It is the responsibility of supervisors to plan and schedule work so it can be performed within the regularly scheduled hours.

2. Mandatory overtime is discouraged.

3. It is understood that employees will perform reasonable overtime assignments when required, except where cases of personal emergency exist.

   1. Full-time appointed employees are eligible for overtime for hours worked with supervisory permission and hours in pay status in excess of 40 hours per week or for hours in pay status in excess of the daily scheduled shift, whichever is greater.

   2. Part-time appointed employees, are eligible for overtime for hours worked with supervisory permission and hours in pay status in excess of 40 hours per week.

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

4. All overtime hours worked must be compensated in accordance with sections G. and H. of this policy.

5. Overtime will not be worked unless authorized in advance by an employee's supervisor. Employees who work unauthorized overtime (i.e. overtime not authorized by their supervisor) will be paid for the time worked; however, such employees may be subject to discipline.

B. Record keeping responsibilities

1. It is each employee's responsibility to accurately record all hours worked on the university-provided timekeeping device.

2. It is each department's responsibility to maintain the record of all hours worked and to submit the record to Payroll.

   1. Each employee must submit the recorded time to his or her supervisor for approval, before the department submits the record to Payroll.

C. Occasional finishing-up time

1. Occasional "finishing-up" time at the end of the workday need not necessarily be recognized as daily overtime subject to compensation.

   1. Finishing-up time is less than 15 minutes in excess of the daily work schedule.

2. Finishing-up time may be compensated by late arrival or early departure of equal time on another day of the same workweek.

3. If finishing-up time results in more than 40 hours being worked at the end of the workweek, the excess will be recorded as overtime at the end of the workweek.

D. Overtime rotation schedule

1. When advance scheduling permits, placement of employees in an overtime rotation schedule is given in order of occupational unit seniority. The assignment of overtime must be management's prerogative and is dependent upon the employee's ability to satisfactorily perform the required work.

2. It is understood that employees will perform reasonable overtime assignments when required, except where cases of personal emergency exist.

E. Overtime for managerial and supervisory staff

1. Employees whose responsibility is primarily managerial or supervisory should not work overtime-nor assign themselves to work overtime-unless the supervisory function is required for the overtime work.

F. Call back

1. An employee who is called back to work in his or her regular position outside the scheduled workday-necessitating an additional trip to and from work-is compensated for a minimum of two hours at time and one-half.

   1. This provision applies only if travel to and from the work location is required.

G. Overtime compensation in general

1. Appointed employees must be compensated for overtime worked at a rate equal to one and one-half times the rate for the duty or service performed. This compensation may be granted in one of the following ways:

   1. Payment on the regular payday for which the overtime was worked, at a rate of pay equal to one and one-half times the hourly rate for the duty or service performed.

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

      2. Compensation in the form of time off without loss of pay at one and one-half times the overtime hours worked.

         1. See the following section H. for details

   2. At the beginning of each fiscal year (July 1), each administrative unit responsible for overtime will notify employees within its area of responsibility of the way in which overtime is to be compensated, i.e. by pay at a rate equal to one and one-half times the hourly rate for the duty or service performed or by time-off without loss of pay at one and one-half times overtime hours worked.

   3. The method of overtime pay adopted by the administrative unit at the beginning of the fiscal year may be changed during the fiscal year to respond to changing conditions. However, the method of overtime pay adopted by the administrative unit will be uniformly administered by the unit with respect to all overtime worked by employees in the unit.

H. Overtime compensation in the form of time off

1. Compensation for overtime may be granted in the form of time off without loss of pay at one and one-half times the overtime hours worked. The following rules apply:

   1. Accumulations of compensatory time off should not exceed 80 hours at any given time.

   2. Compensatory time off that has been earned may be taken whenever it is mutually agreeable with the employee and the supervisor.

   3. All compensatory time off accumulated by an employee in excess of eighty (80) hours on November 1 will be paid in the first pay period following November 1. At this time, employees may choose to be paid for any accumulated compensatory time between 40 and 80 hours.

   4. When an employee promotes or transfers to another department, any accumulated compensatory time off is to be granted as time off or paid off as overtime pay before the move.

2. Departments are responsible for maintaining internal records of compensatory time earned. Compensatory times earned and used are to be reported to the payroll department.

I. Secondary employment

1. Secondary employment of a 100 per cent 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 per cent 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.