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204a Overtime Reporting Procedures
Approval: Approved by the President on June 13, 2005
Authority: Board of Governors Policy 1.2.040
Responsibility: Director of Human Resources
In accordance with state and federal wage and hour regulations, overtime is time worked in excess of 40 hours in a workweek. A workweek is defined by law as 7 consecutive 24-hour periods. The UCM workweek is Sunday, 12:00:01 a.m. through Saturday, 12:00:00 midnight.
Supervisors are responsible for planning the work in their units so all duties can be completed by nonexempt employees during the normal work periods. However, employees may be required to work overtime when necessary for the efficient conduct of UCM business.
Any and all hours worked during the workweek, including those over 40, must be reported in the week in which the hours are worked. The employee will have two options to choose from when being compensated for their overtime.
- Option A: Any hours over 40 hours will be compensated at one and one-half times the employee's regular hourly rate.
Example: An employee who earns $10.00 per hour is required to work 9 hours per day Monday to Friday for a total of 45 hours for the week. Under this option, the employee would earn $450.00 (45 x $10.00) straight time for 45 hours and $25.00 (5 x $5.00) for the five hours of overtime. Total earnings for this week would be $475.00.
- Option B: Any hours over 40 hours will be compensated at the employee's regular hourly rate. An additional one half hour of compensatory time off will then be credited to the employee for each hour of overtime. Any compensatory time off recorded must be used within the next calendar month.
Example: An employee who earns $10.00 per hour is required to work 9 hours per day Monday to Friday for a total of 45 hours for the week. Under this option, the employee would earn $450.00 (45 x $10.00) in straight time. The employee would also earn two and one half hours (5 x ½) of compensatory time off for the five hours of overtime. Total earnings would be $450.00 plus 2.5 hours of compensatory time off for the week.
Option A is the default overtime payment choice for all employees unless the employee elects in writing to use Option B.
Those employees electing to use Option B must fill out the appropriate form and submit to Payroll Services. Additionally, once an employee elects Option B, they will remain in this option until they inform Payroll Services in writing they no longer want this option. However, the employee must remain in this option for a minimum of one year before requesting another option.
Supervisors may not adjust an employee's workweek for the purpose of avoiding overtime. Adjustments within the workweek may, however, be granted if the employee requests the change.
Nonexempt employees initially will be given the opportunity to volunteer for overtime work assignments. Overtime assignments will be distributed as equitably as practical to all employees qualified to perform the required work.
Employees who are assigned to work overtime may decline provided there is another qualified employee available and agreeable to perform the work and the exchange is approved by the supervisor.
All overtime work must receive the supervisor's prior authorization and must be reported as time worked.