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DRAFT Administration Policy and Procedure



40.049:  Overtime for Non-Exempt Employees


Status:Approved on October 28, 2014 Signatures and dates
on archival copy
Effective:30 days after approval 
Initiated by:Colleen Bendl
Chief Human Resource Officer
 
Endorsed by:Stephen Golding
Vice President for Finance and Administration
 
Approved by:Roderick J. McDavis
President
 


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I.   Overview

This policy ensures uniformity in awarding of overtime compensation.

All employees in non-exempt classifications are entitled to overtime compensation. The payment of overtime is governed by the Fair Labor Standards Act. All overtime must be authorized by the supervisor or department head or chair, in advance of work being performed, except in cases of emergency.


II.   Process

Employees in job classifications identified as non-exempt from overtime provisions of the Fair Labor Standards Act are entitled to overtime compensation for all hours in active pay status in excess of forty (40) in any calendar week. For purposes of this policy "active pay status" is defined as all hours worked or approved as paid leave. Vacation, sick leave, holidays, and compensatory time off are included in the calculation of active pay status hours. Hours worked on a holiday are not counted in determining hours on active pay status for overtime purposes since these hours are already compensated at the premium rate of time and one half. (See Policy 41.125.)

Overtime compensation is paid at the premium rate of one and one-half times an employee's total hourly rate of pay. The total hourly rate includes the base rate of pay plus any pay supplements. Overtime hours are reported on the employee's time report for the pay period in which they were earned, unless the employee elects to receive compensatory time off in lieu of cash payment.

Temporary hourly, non-exempt employees are not eligible to receive compensatory time off in lieu of overtime pay. Other hourly, non-exempt employees may elect to receive compensatory time off in lieu of overtime pay. Such compensatory time is also awarded at the premium rate of one and one-half hours of time off for each hour of overtime. A maximum accrual of 480 hours is permitted for intermittent employees; a maximum accrual of 240 hours of compensatory time is permitted for other employees. When the maximum hours of compensatory time accrual is reached, compensation for overtime shall be made in cash.

Compensatory time cannot be accrued until the total hours for the week exceed 40. The number of hours requested to be accrued must not exceed the number of overtime hours worked during that week.

Use of compensatory time off must be scheduled with supervisory approval, and the time must be used within 180 days from the date it is earned. If arrangements cannot be made to take the compensatory time off within the 180 day period, such compensatory time will then be paid in cash. University Human Resources shall post online, and make available via paper upon request, the processes for staff to elect and to use compensatory time.

If an employee terminates employment or transfers to another department, the compensatory time balance must be paid at the time of termination or transfer. Such cash payment shall be paid at a rate which is the higher of:

  1. the final regular total hourly rate; or

  2. the average regular total hourly rate received during the last three (3) years of employment.




Reviewers

Proposed revisions of this policy should be reviewed by:

  1. Classified Senate

  2. Deans

  3. Chief Financial and Administrative Officers


Forms, References, and History


A.   Forms

There are no forms that are specific to this policy.


B.   References

The following items are relevant to this policy:

  1. Processes to elect and to use compensatory time are documented online, linked through http://www.ohio.edu/finance/payroll/workforcepage.cfm (see Task #9 of the document linked as "WF Employee Time Entry Manual" under the heading "Detailed Manager & Employee Documentation," or on paper from University Human Resources.
  2. Policy 40.039, "Compensation for Classified Staff."

  3. Policy 41.125, "Holidays for Administrative Presidential Appointees and Classified Employees."


C.   History

Draft versions of this policy that were circulated for review, their cover memos, their forms, and Reviewers' comments on them are available on the password-protected Review site, at https://www.ohio.edu/policy2/40-049/.

Prior versions of this policy were approved on:

  • February 27, 2005

  • April 14, 1986

  • March 1, 1982

  • May 1, 1979

  • April 10, 1977



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Administrative Policy Manual

Dick Piccard revised this page
(http://www.ohio.edu/policy/40-049.html)
on October 29, 2014.
policy@ohio.edu

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