Overtime usage is a matter of concern at all levels of management.   The associated expenses in an era of austere budgeting demand that costs be held to a reasonable minimum.   The procedures prescribed herein are not intended to discourage legitimate, essential use.   Rather, they are intended to insure that each use is fully justified and documented.

Authority to approve overtime usage is vested in the President, Vice Presidents, and Deans, or those they designate.  Eligibility for overtime compensation (compensatory time or pay at straight-time or premium-time rates) will be as follows:

1. Management employees in pay grades 140-170 are entitled to compensation at straight time, or compensatory time off for overtime worked.  Payment at time and one-half should not occur under any circumstances.  Time off at the straight-time rate (or fraction thereof) shall be the first consideration and normal method of compensation.  Straight-time rate (or fraction thereof)  monetary payment is approved in those situations where the manager is not in control of his/her work schedule and is working so much overtime that time off from work is not an option.  Tactical Leadership/senior professional positions  are not ordinarily entitled to compensatory time.  These positions may be eligible in rare and exceptional circumstances, such as a major strike action or other campus emergency.  The Office of the Chancellor must be consulted in situations where universities are considering making tactical leadership/senior professional positions eligible.  Strategic leadership and executive positions would not be eligible.

2. Employees within the bargaining units represented  AFSCME and SPFPA - compensatory time off or cash payment as specified in the appropriate agreement and at the rate indicated in the agreement.

3. SUA Employees (covered by a collective bargaining agreement, but in addition are subject to the following:)

Compensation for time worked over 40 hours per week will be granted as time off on an hour per hour basis and shall be scheduled by the President or his designee.  Management and the employee may agree that pay, at the regular hourly rate, may be given in lieu of compensatory time off.

FORMS 

If agreement is reached to pay for compensatory time earned, Form 929, Time and Attendance Record, and the Overtime Authorization Form will be submitted to payroll for processing.

If compensatory time is chosen, the Overtime Authorization Form and the compensatory time balance will be maintained in the originating department. A copy of the Overtime Authorization Form will be sent to Human Resources. Compensatory time balances will
be submitted to the Human Resources Office on a quarterly basis.

PRIOR APPROVAL

Overtime must be pre-approved by the president, vice president, dean, or designee for employees unless unusual circumstances require the employee to work additional hours. 
In such cases, post approval will be granted by the appropriate manager. This approval will be maintained on the Overtime Authorization Form (attachment 1).