Overtime (Support Staff)
Procedures
1. All overtime must have prior approval of the employee’s supervisor.
2. Actual hours worked over 40 hours per week shall be reported in one of two ways:1) on the employee’s web timesheet, to be paid the pay period the overtime was earned Or 2) on a Web Time Adjustment Form, to accrue as Compensatory Time (COMP time). It is the employee’s choice as to which method to use.
3. Overtime reported on web timesheet:
a. Time should be reported in units of 1/10 hour or more worked in any one day.
b. A weekly overtime premium of time and one-half will be paid for time worked in excess of 40 hours.
c. Official college holidays will be treated as days worked in computing overtime.
d. Paid leave time will be treated as hours not worked in computing the weekly overtime.
e. If an employee works on any of the college's observed holidays, payment will be made at a rate of time and one half, in addition to regular daily pay.
4. Overtime reported on a Web Time Adjustment Form:
a. To accrue overtime as COMP time - Submit a Web Time Adjustment Form noting straight hours worked over 40 for the week, under the “COMP Time Accrued” section of the form. Once HR receives the Web Time Adjustment Form, the straight hours worked will be calculated at one and one half time and added into the employee’s COMP leave balance.
b. "Compensatory Time" and "Compensatory Time Off" are defined as hours when an employee is not working and which are paid for at the employee's regular rate of pay. These hours are not counted as hours worked in the week in which they are paid.
c. Maximum compensatory time (accrued overtime) that may be accrued by any affected employee shall be 240 hours (i.e. not more than 160 hours of actual overtime hours worked). Accrual of compensatory time or payment for overtime is the affected employee's choice.
d. Accrued overtime will be recorded on a calendar year basis (January through December). All accrued overtime not used within the calendar year will be paid by the third payroll of the new calendar year.
e. An employee who has accrued the maximum number of compensatory hours will be paid overtime compensation for any additional overtime hours of work.
f. To use accrued COMP time - An employee will be permitted to use accrued compensatory time within a reasonable period after it is requested, if to do so would not unduly disrupt the operations of the employer. Accrued compensatory time cannot be used in less than one-hour increments. Use of COMP time is reported on the employee’s web timesheet, under the “Other” leave column by selecting COMP from the drop down box.
5. Both compensatory time (accrued overtime) off and overtime pay will be calculated at a rate of not less than one and one-half hours for each hour of overtime worked.
6. Flexing hours within a work week – Overtime applies to hours worked within the work week, not within a day, therefore supervisors may approve employees to work additional hours in a workday in order to flex hours for that work week.
Spring/Summer Hour Procedures
Regular Full-Time Employees
Typically, full time employees are scheduled to work 38 hours per week, but will receive
pay for 40 hours, which provides 2.00 hours per week as Spring/Summer hours. Any hours
actually worked above 38 up to 40 will be additional hours paid at straight time.
Any hours actually worked above 40 will be paid at the overtime rate.
Example 1 – Assume actual hours worked are 39. Since scheduled hours are 38, the employee has worked an additional 1.00 hours. The employee will be paid at straight time for 39 hours, plus the 2.00 Spring/Summer hours for a total of 41 hours at straight time.
Example 2 – Assume actual hours worked are 42. Since scheduled hours are 38, the employee has worked an additional 4 hours. (42 actual hours-38 scheduled hours) The employee will be paid for 42.00 hours at straight time (includes 40 actual hours worked plus the 2.00 Spring/Summer hours) and 2.00 hours at the overtime rate.
Example 3 – Assume actual hours worked on a Tuesday are 10. Since scheduled hours are 9.5, the employee has worked an additional .50 hours. The employee will be paid for 10 hours plus the .50 Spring/Summer hours for a total of 10.50 hours at straight time.
Timesheet Procedures
When recording daily total hours on the web time sheet, you are to include the Spring/Summer hours.
Example 1 – Daily hours worked are 9.5, record 10. (9.5 actual hours worked plus .50 Spring/Summer hours)
Example 2 – Daily hours worked are 10, record 10.5. (10 actual hours worked plus .50 Spring/Summer hours)
When recording daily total hours on the web time sheet, you are to carry the decimal out two positions. This is to reduce decimal rounding errors.
Snow Days
For non-union employees whose jobs require them to be at Delta (i.e., payroll, public safety, broadcasting), the time worked will be compensated as regular time and not as overtime. Overtime requires prior approval by the employee’s supervisor
Participation:
Full/part-time regular Support Staff.
Revision/Review Dates:
04/09, 5/25
