Overtime/Compensatory Time Guidelines for L&S Hourly Staff

August 13, 2007

To: Chairs, Directors, and Coordinators
College of letters and Science

From:   G. Richard Meadows, Dean

Re: Overtime/Compensatory Time Guidelines for L&S Hourly Staff

The compensation of hourly employees (includes all hourly Classified staff, LTEs, and student hourly workers) who work in excess of 40 hours in a workweek is regulated by the Federal Fair Labor Standards Act (FLSA), and labor agreements and civil service regulations as applicable. To ensure consistent application of the overtime regulations and laws across the College, I am providing you with the following guidelines.

  • Non-professional employees (hourly classified, all LTEs, and all student hourly employees) are considered "nonexempt" under the FLSA. This means they must be compensated for all hours worked in excess of 40 per work week (overtime work) at the rate of 1.5 times (time-and-one-half) the number of hours worked in excess of 40. In L&S, most classified staff, all LTEs, and all student hourly employees are nonexempt under the FLSA.
  • All overtime work must be approved by the Chair or the unit administrator in advance of the hours being worked.
  • Overtime work may be compensated either with time off (compensatory or "comp" time) or with pay (paid overtime). The College strongly encourages the use of compensatory time-off instead of paid overtime. The area Associate Dean (or the Dean as appropriate) must give prior approval for the use of paid overtime instead of comp time.
  • All hours worked in excess of 40 in a work week, whether compensated by time-off or pay, must be recorded on the biweekly time cards and time sheets. It is a violation of existing labor agreements, civil service regulations, and the FLSA to have any unrecorded work time for hourly employees.
  • The College strongly encourages employees who have accumulated comp time balances in a given calendar year to use that time before April 30 of the following calendar year. Comp time carried over into the following calendar year and not taken by April 30 of that year must be paid out on as overtime compensation.
  • Employees who are exempt under the FLSA (primarily professional and supervisory classified employees) may be compensated also for work over 40 hours in a week. They may be compensated at a rate of up to but not exceeding hour-for-hour (straight time) for hours worked over 40 in a work week. For example, an exempt employee who worked extra hours might be paid at his or her standard hourly rate for the work performed, not at the time-and-one-half rate which applies to non-exempt employees. Those classified staff employees who are exempt under the FLSA and their supervisors are informed of this status in appointment letters issued by the College Office.

Thanks in advance for your attention to this information and for sharing it with your colleagues. If you have questions about these overtime guidelines, please contact Ms. Linda Daley or Assistant Dean Chuck Schumacher in the College Office.