At some point, all non-exempt employees (i.e., those eligible for overtime pay) may be required to work beyond their normal work schedule. In these cases, supervisors should provide employees with as much advance notice as possible and should appropriately assign and distribute overtime among all eligible employees. 

Policy Statement

At some point, all non-exempt employees (i.e., those eligible for overtime pay) may be required to work beyond their normal work schedule. In these cases, supervisors should provide employees with as much advance notice as possible and should appropriately assign and distribute overtime among all eligible employees.

Reason for Policy

This policy provides University  managers with directions necessary to comply with all reporting, review, approval, and overtime pay provisions of the Fair Labor Standards Act (FLSA) for non-exempt employees. 

Who Is Governed by this Policy

All Non-Exempt Employees

Policy

There are times when staffing needs require that supervisors assign employees to work in excess of regularly scheduled hours and/or shifts. Federal and state laws require that non-exempt employees be compensated at time and one-half of their base rate of pay for hours worked in excess of forty hours in any pay week. Employees cannot work before, or beyond, their assigned hours of work without approval from their supervisor.

The University pay week for non-exempt employees ranges from 35 to 40 hours per week. For employees who regularly work less than forty hours, there will be no additional payments until the employee works more than forty hours in one work week.

Union represented employees are entitled to overtime pay based on the applicable provisions of their Collective Bargaining Agreement (CBA).

– Exempt employees are not eligible for overtime pay. Exempt employees are generally defined as certain executive, administrative, managerial and professional personnel.

Procedures

  1. All time worked, including an unpaid lunch, must be carefully documented to the nearest 15 minutes on employee time sheets each day and be reviewed and signed by the employee and supervisor each and every week.
  2. Non-exempt employees may not waive payment for hours worked, including overtime hours.
  3. Union-represented employees are covered by the applicable provisions of their collective bargaining agreement.
  4. Non-exempt employees may take compensatory (comp) time in lieu of overtime pay provided that such time is taken during the same work week, or if union employees, as specified by their CBA.
  5. Overtime hours must be approved in advance by both an employee’s manager and Executive Leadership (EL).
  6. Falsified, incomplete, or incorrect time reporting is a serious offense and may result in disciplinary action up to and including termination.
  7. Timesheets must be submitted to HR according to the following schedule:
    1. Late timesheets will be considered a violation of federal and state FLSA laws and will be subject to disciplinary action up to and including termination.
    2. Lunch is unpaid and does not count towards the 40-hour amount.
    3. All sick time, vacation days, personal days and holidays must also be recorded weekly on the timesheet.

Definitions

This policy does not have definitions associated with it at this time. Upon periodic policy review this area will be evaluated to determine if additional information is needed to supplement the policy.

Procedures

  1. All time worked, including an unpaid lunch, must be carefully documented on employee time sheets and signed by the employee and supervisor.
  2. Union represented employees are covered by the applicable provisions of their collective bargaining agreement.
  3. All overtime must be authorized in advance by the Department Head.

Forms

Staff Overtime Form

Related Information

This policy does not have related information at this time. Upon periodic policy review this area will be evaluated to determine if additional information is needed to supplement the policy.

Document History

  • Last Reviewed Date: March 5, 2021
  • Last Revised Date: March 5, 2021
  • Policy Origination Date: Unknown

Who Approved This Policy

Jane Fisher, Director of Employment, Employee and Labor Relations

Contacts

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