Overtime/Compensatory Time Guidelines for L&S Hourly Staff

September 19, 2016

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

From:   Rodney Swain, Dean

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

The compensation of hourly employees (includes all hourly University 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). 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 University, 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, University 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 immediately in the timekeeping system. It is a violation of 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 as overtime compensation.

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. Tanya Skrivseth or Assistant Dean Craig Wesley in the College Office.