Date: June 3, 2013
To: All Eligible Faculty and Staff
From: Vivian Fernández
Vice President for Faculty & Staff Resources
Re: Revised Overtime and Compensation Time Policy

As part of our efforts to streamline and standardize business processes across the University, I am pleased to announce that we have revised Policy 60.3.4 - Overtime and Compensatory Time for Regularly Appointed Staff and established a new process for the monitoring and oversight of overtime and compensatory time for non-exempt (i.e., overtime-eligible) employees. In concert with the provisions of the Fair Labor Standards Act (FLSA), the policy revisions more clearly delineate a uniform process for the request, approval, and tracking of overtime and compensatory time. The policy is effective as of July 1, 2013.

The Fair Labor Standards Act provides for recognition of time worked over an employee’s regular work week schedule in the form of overtime payment, or compensatory time. These provisions apply to employees in positions deemed to be non-exempt (NE) as defined by the FLSA. Accordingly, non-exempt employees who are directed or receive approval to work hours in excess of their regular workweek schedule must be awarded the overtime payment, or compensatory time at a rate of time and half. Employee requests and supervisor approval must be in writing, and ensure the eligible employee is advised as to whether the approved overtime will be awarded as compensatory time or paid out as overtime. All earned compensatory time must be exhausted by the 1st pay period in June of each year. Compensatory time not used by the first pay period in June must be converted to overtime and paid out by the end of the fiscal year. Eligible non-exempt employees are only permitted to earn up to 120 hours of compensatory time.

The change in process will also provide for the implementation of an online tracking system.  RIAS (PeopleSoft) will be the official system utilized throughout the university to track eligible non-exempt staff, including: requests to work overtime; awarding of comp time or overtime; tracking the use of awarded comp time. Please note that this system tracking requirement will not apply to departments that already have an attendance tracking system in place (e.g., Kronos, etc.). Over the course of June, several training sessions will be held on each campus. Supervisors, Time and Labor preparers and approvers are strongly encouraged to attend. To read the draft policy and to register for the training sessions in June, please visit the UHR website dedicated to overtime and compensatory time items.