40.049:  Overtime for Classified Employees

Status:	Approved on February 27, 2005	Signatures and dates on archival copy
Effective:	when approved
Initiated by:	James E. Kemper Assistant Vice President for Administration for Human Resources
Reviewed by:	Herman ("Butch") Hill, Chair Policy and Procedure Review Committee
Endorsed by:	Larry Corrigan Interim Vice President for Finance and Administration
Approved by:	Kathy Krendl Interim Provost

Purpose

This policy serves to ensure uniformity in awarding of overtime compensation.

Policy

All classified 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.

Procedures

Classified 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, "Holidays for Administrative Contract and Classified Civil Service Employees.")

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.

An employee 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 240 hours of compensatory time is permitted for each employee. (A maximum accrual of 480 hours is permitted for intermittent employees.) When the maximum hours of compensatory time accrual is reached, compensation for overtime will be made in cash.

An employee who earns overtime and chooses to take time off in lieu of overtime pay, must complete Form No. 820. This form must be completed no later than the last working day in the pay period in which overtime occurs. An employee who fails to complete the form within the prescribed time will have overtime hours reported on the time report for the pay period in which it was earned and will receive overtime pay.

Form 820 will be completed by the employee and filed with his or her supervisor. The supervisor will complete Part II and retain the form until the compensatory time off is taken by the employee. The supervisor will then complete Part III of the form and forward it to the department head or chair. The department head or chair will retain the completed Form 820 for at least three (3) years from the date the employee initiated the form.

Time off must be scheduled with supervisory approval and 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. No compensatory time off will be granted for hours not reported on Form 820.

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. Policy and Procedure Review Committee

2. Classified Senate

Forms

The following forms are specific to this policy:

1. Form No. 820, "Election of Compensatory Time Off," can be obtained from the Records office in University Human Resources.

Copyright © 2005 Ohio University. All Rights Reserved.

Dick Piccard revised this file (http://www.ohiou.edu/policy/40-049.html) on December 5, 2005.

Please E-mail any comments or suggestions to "policy@ohio.edu".