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Policies and Procedures
Overtime Compensation
(Non-Exempt Employees Only)

General Information

Under the Fair Labor Standards Act (FLSA), employees in positions which are determined to be "non-exempt" are eligible for overtime compensation. Effective January 18, 1995, employees in non-exempt positions are eligible for overtime compensation for all hours worked over 40 in a work week. Hours paid but not worked, such as sick or vacation leave or compensatory time used will not count toward overtime; however, holiday credit (the paid time for a holiday when it is not worked) does count toward the calculation of overtime eligibility for all university support staff non-exempt employees. 

Supervisors must approve overtime hours before they are worked. Each department should have procedures for approving overtime before it is worked. A record of approved overtime should be kept in the department. Departments can use the Overtime Approval Form or can develop a similar form to use.

If a non-exempt employee works more than 40 hours in a work week, his or her supervisor must approve compensating hours worked over 40 with one of the following: 1) " time for time " off; 2) compensatory time; or 3) overtime pay.

An eligible employee shall not accrue more than 120 hours of compensatory time for overtime hours. Any eligible employee who has accrued 120 hours of compensatory time off shall, for any additional overtime hours of work, be compensated with overtime pay.

Non-exempt employees should sign a Compensatory Time Agreement at the time of hire.

For more information:

"Time For Time"

If a non-exempt employee is given "time for time," the employee is given the same amount of time off as the number of hours worked over 40. Time for time off must be taken in the same week as the overtime hours were worked. No special documentation is required if an employee takes time for time. The employee reports actual hours worked on the time sheet.

Reporting Time Worked and Absences

Please refer to the appropriate Gus HR Training Resources document for instructions on how to report time worked and when using time earned as Compensatory Time Taken.