204 Special Compensation Calculations
Approval: Approved by the President on January 1, 2005
Authority: Board of Governors Policy 1.2.040
Responsibility: Director of Human Resources
Purpose: In accordance with federal law, all classified positions are reviewed for inclusion for special compensation situations when the position is developed. While most of these special compensation types are defined here others may be included based on evaluated position expectations.
The determination of a position as eligible for special compensation is made by Human Resources when the position is classified based on position duties and responsibilities. Inclusion of positions may be based on their title, status, anticipated workload, shift, amount of the departmental budget, or number of hours worked. Positions with the same title may vary in their eligibility depending on the actual duties performed in each specific position.
Overtime is time worked in excess of 40 hours in a workweek. Positions are classified as either exempt (not eligible for overtime) or nonexempt (eligible for overtime) based on requirements included in the Fair Labor Standards Act.
Central Missouri's normal workweek for nonexempt employees will be 40 hours per week, including rest periods, beginning at 12:00:01 a.m. on Sunday and ending at 12:00:00 (midnight) the following Saturday. This workweek will not be changed and any hours worked in excess of 40 by nonexempt employees will be compensated.
Actual time worked is used to calculate overtime which is paid at one-and-one half times the base rate of pay. This is in increments of one-quarter hour in excess of 40 hours actually worked in a workweek. This 40 hour computation includes holidays, call-in, and call-back, but does not include the block of time for the inconvenience of standby, which is paid on a straight time basis. Vacation hours are counted as time worked for the purpose of calculating overtime pay.
Supervisors are responsible for planning the work in their units so duties can be completed by nonexempt employees during the normal work periods. These workdays do not need to be consecutive within the workweek. An employee's regular workday may be adjusted temporarily or on an ongoing basis if the employee is given notice from the supervisor. Employees may be required to work overtime when necessary for the efficient achievement of UCM business. All overtime work must receive the supervisor's prior authorization. If an employee works overtime without prior authorization, he or she must receive pay for such time. However, the supervisor may deal with this as a disciplinary issue.
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 supervisor approves.
Compensation for Travel and Conferences
Guidelines for payment of nonexempt positions for special circumstances involved with travel and conference time are very complex and must be calculated by the area Human Resources Generalist.
Breaks are a privilege granted to ensure staff are given a brief rest. Breaks are optional if workload and/or staff size do not accommodate them. Nonexempt employees may be provided with one break period of up to 15 minutes during each four hour period or up to one 30 minute rest period for each eight hours of work. Since break period time is compensable time, employees must not be absent from their work stations beyond the 15 minute period. Breaks may not be used in conjunction with non-compensable time, to adjust the starting or ending time for the work day, or leave time.
Nonexempt employees are allowed one unpaid meal period of up to 60 minutes in length each workday. Supervisors will schedule meal periods to accommodate operating requirements. Nonexempt employees are to be relieved of all active responsibilities and restrictions during meal periods. Nonexempt employees who work through their meal period must be compensated for that time.
By definition, flextime is maintaining a work week that varies from the core business hours. The university's core business hours during the academic year are from 8 a.m. - 5 p.m. All offices are expected to maintain coverage during these hours. The university may announce other core hours as appropriate. Supervisors and employees may agree on flextime schedules on an individual basis.
Shift differentials are pay rate allowances which are added to the pay of employees working shifts with irregular hours. Employees are granted additional pay to compensate for working a “hardship” shift.
For the purposes of computing shift differentials, the following times will be used:
- Shift 1 (flexible): 5 a.m. - 5 p.m.
- Shift 2 (flexible): 3 p.m. - 11 p.m.
- Shift 3: 11 p.m. - 7 a.m.
A differential of 20 cents per hour will be paid for all time worked within the regularly scheduled shift, if the majority of the time worked falls within the second shift. A differential of 30 cents per hour will be paid for all time worked within the regularly scheduled shift, if the majority of time worked falls within the third shift. The shift differential applies only to time actually worked and is not included in the payment for vacation, holiday, sick, or personal leave.
The university retains the right to schedule employees for standby when it determines there is a need for such duty. Employees on standby will be credited with one hour of straight time for each eight hour standby shift for the inconvenience of having to standby. Employees called in for work will be credited with all of the standby hours of duty plus credited with all of the hours worked on a call-in with not less than two hours of work for each call-in. Employees who can complete their work by a phone call will be credited with all of the standby hours of duty plus credited with all of the actual hours worked. Hours actually worked will be credited toward hours worked for overtime purposes. As much advance notice as possible will be given to employees who are placed on standby. Employees assigned to standby will provide a telephone number where they can be reached or be furnished a cell phone.
The university retains the right to call an employee back to work after completing his or her work schedule or to call an employee to work before the normal shift time. The employee will be paid for the hours worked with hours credited toward the workweek for overtime purposes. Employees will be expected to do whatever work is necessary, even though it may not be a part of their regular duties, provided they have the necessary knowledge to perform the work safely and without risk to equipment or operation.