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Compensatory Time Off Policy for Non-Exempt Employees

University of Central Missouri Policy

Policy Name:  Compensatory Time Off Policy for Non-Exempt Employees

Date Approved:   September 16, 2016

Policy Category: Board of Governors-  Professional and Support Staff

Date Effective:   December 1, 2016

Policy Number:  2.3.050

Date Last Revised:  N/A

Approval Authority:  UCM Board of Governors

Review Cycle:   Every three (3) years, beginning January 1, 2020

Responsible Department:  Human Resources

 

 

Purpose/Policy Statement

Non-exempt employees in the departments covered by this policy shall be given compensatory time off (“comp time”) in lieu of overtime pay at a rate of one and one-half hours for each hour of overtime worked, subject to the maximum accumulation standards set forth in the procedures below.

Scope

This policy applies only to the departments in units serving: Student Services, Alumni Relations, Athletics, and Information Technology.   It may also apply to other positions as approved by a supervisor and Vice President.

Procedure

Recording Comp Time

Earned and used comp time must be recorded in the University’s central payroll system as part of the regular payroll cycle.  An employee’s official comp time hours will be the account balance within that system.

Standards

Maximum Accumulation
Under this policy, employees may only accumulate up to 60 hours of comp time.  Once an employee reaches the maximum comp time accrual allowed by this policy, the employee will be paid out for any banked hours at the employee’s hourly wage rate.

Earning Comp Time
Employees covered by comp time provisions will be paid straight time for any hours in excess of 40 hours worked in a week.  The .5 hour of over time equivalence will be banked in their appropriate leave bank.  For example, Sally worked 45 hours the week of 11/7/16 – 11/11/16.  On Sally’s check dated 11/30/16, she will be paid for 45 hours at her regular rate of pay.  She will bank 2.5 hours of comp time.

Use of Comp Time
Comp time must be earned before it is taken. Once earned, comp time may be used at the discretion of the employee, subject to supervisory approval.  A supervisor may not deny the request to use comp time unless it would unduly disrupt University operations. 

Employees will be required to use any accrued comp time to cover absences before other leave pools, including vacation, sick, and personal leave, are utilized.  A supervisor may also require that an employee take time off to reduce comp time balances. Supervisors should give as much advance notice as possible to employees when mandating the use of comp time.

For the purpose of computing overtime, comp time taken will not be counted as hours worked.  

Paying Out Comp Time

1. Annual Payment for Unused Comp Time: Each department is responsible for paying employees for unused comp time each fiscal year   

2. Transfer to Exempt Position: Exempt employees are not eligible to earn comp time.  Thus, if a non-exempt employee with a comp time balance is to be transferred to an exempt position, the employee will be paid for the unused comp time prior to the completion of the transfer at the rate of pay in force prior to the transfer.

3. Transfer to Another Non-Exempt Position: A non-exempt employee transferred to another non-exempt position within the same department will maintain his/her comp time account balance.  If the non-exempt employee changes positions outside the department where the comp time was earned, the comp time balance will be paid to the employee prior to the completion of the transfer.

4. Separation from the University:  Upon resignation or termination, payment for all accumulated comp time will be made in one lump-sum payment on the next regularly scheduled pay date.

5. Rate of Pay:  Payment for comp time will be paid at the employee’s regular rate at the time of payment. 

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