Brown policy requires that employees working in non-exempt positions with normal work weeks of 37.5 hours are paid additional straight time for hours worked between 37.5 and 40 hours and time and one-half for time worked in excess of 40 hours in the pay period in which the time is worked. Employees working in non-exempt positions with normal work weeks of 40 hours are paid time and one-half for each hour worked in excess of 40 hours. Part-time employees are paid at their regular rates of pay for hours worked up to 40 hours.
Compensatory time off may be used in lieu of straight time pay for hours worked in excess of 37.5 hours but less than 40 hours in a work week. Employees may receive equivalent time off for these hours by the following work week. Compensatory time may not be used to compensate employees for hours worked beyond the 40 hour threshold, and as such these hours must be paid at time and one half within the same pay period. Hours worked must be paid, or compensatory time given in the same or following work week in which the time is worked and compensatory time cannot be banked.
When calculating hours worked for overtime pay or compensatory time, paid holidays, vacation days, and inclement weather days are treated as time worked. Sick days are not counted as time worked for overtime purposes. A Sunday through Saturday work week should be used.
Tracking and Authorizing Hours
Non-exempt employees are required to record all hours worked on a weekly basis on the Individual Time Tracking Sheet to ensure they are compensated accurately for all hours worked. Non-exempt staff must submit the Individual Time Tracking Sheet to their supervisor weekly for their review. Any deviation from the employee’s standard number of hours should be noted on his/her Individual Time Tracking Sheet. Supervisors are responsible for ensuring that accurate records are kept for all hours worked. Supervisors must authorize in advance all time worked in excess of the number of hours in an employee's normal work week and should determine whether overtime pay or compensatory time off will be used to compensate an employee. Supervisors who are aware, or have reason to suspect, that non-exempt employees are working in excess of their normally scheduled hours without prior approval, must take action to stop employees from doing so. If an employee continues to work unauthorized overtime, he/she must be informed in writing that he/she cannot do so and, if such behavior continues, he/she will be subject to disciplinary action.
Non-exempt employees who believe they are not being compensated for all hours worked should contact Compensation and Organizational Services at x39026.