Augusta University
StaffSchedule, TimeNet, overtime and compensation
What is considered “overtime”?
Full-time employees are expected to work 40 hours in a week. Any time worked over 40 hours in a week is overtime.
After I am non-exempt, what happens if I work overtime?
The law is very clear and very strict that non-exempt employees may not work more than 40 hours per week without overtime compensation, so it is imperative that you work extra hours only if you have been given prior explicit approval by your supervisor. This includes checking email or making phone calls after hours or while not in the office. More specific requirements will be provided in training. If you do work overtime, you will receive compensation.
Why do I need to begin logging my time worked in TimeNet?
The law requires that employees in non-exempt positions accurately log all time worked in order to ensure that if they work more than 40 hours per week, they will be compensated. Training will be provided, and your supervisor will work with you to ensure all time worked is properly recorded as required by the FLSA.
What happens if I work approved time over 40 hours?
- University employees:You must be compensated either with compensatory time or overtime pay (both at 1.5 hours for each hour of overtime worked).
- Medical center employees:You must be compensated with overtime pay (1.5 hours for each hour of overtime worked).
I work for the medical center — why can’t I get comp time?
Per DOL rules, comp time is an option only for public sector employees.
Can I work 41 hours one week and make it up by working 39 hours the next?
No, FLSA rules measure overtime weekly.
- If you work 41 hours in a week (approved by your supervisor), you will receive either compensatory time or overtime pay, both calculated at time-and-a half, for the extra hour.
- If you work 39 hours in a week and you did not take one hour of annual, unscheduled holiday or sick leave, you will be paid for only 39 hours.
What is compensatory time?
DOL allows public sector employers to offer compensatory time instead of paying for overtime worked. Compensatory time is calculated at 1.5 hours per 1 hour worked. For example, four hours of overtime will provide six hours of compensatory time, which becomes available for employees to use as leave.
How much compensatory time can I accumulate?
Approved compensatory time is subject to a maximum accumulation of 240 hours.
Do I have to use compensatory time in the same week or pay period I earn it?
No, compensatory time must be used by the end of the succeeding calendar quarter. We are anticipating a USG policy change to allow until the end of each fiscal year for the use of compensatory time accrued.
What happens if I cannot use my compensatory time within the limits?
Supervisors should make every accommodation possible to use it within the limits, but if you cannot use your compensatory time within the limits, you will be paid the equivalent in overtime pay.
Are there alternatives for overtime and compensatory time?
Yes. Employers may elect to use flexible schedules to limit overtime. For example, you may need to work two hours extra on Tuesday to complete an assignment. Your supervisor may flex your schedule (i.e., ask you to leave two hours early on Monday or come in two hours later on Wednesday) to keep your schedule within the standard 40-hour workweek.
If I travel for my job, how should I track my travel time?
In general, time spent traveling during your normal work hours is considered worked time, though some travel activities are compensable and some are not.
Prior to traveling, a non-exempt employee should discuss with her or her manager how to record time while traveling and how it will be compensated. If traveling to a conference or meeting, the conference schedule or meeting agenda will generally provide a reasonable guide for what time is considered compensable time. The following guidelines will generally apply:
Travel during the employee’s standard work hours will be recorded as regular time worked and the employee’s supervisor will be expected to enter the hours worked using the TimeNet System if the employee is not able to enter the time themselves. Following the travel, the supervisor is expected to confirm the hours with the employee and make any necessary adjustments in TimeNet.
Travel outside of the employee’s standard work hours will be recorded as regular time worked:
- When the employee is actually en route to and/or from the alternate location, via commercial transportation or private car; however, when an employee is traveling by air or rental vehicle, time worked will begin upon the arrival of the employee at the airport for departure or the location for rental car pickup and end when the employee reaches the alternate site end location, i.e., hotel or conference site.
- When the employee is at the alternate location and engaged in work for the benefit of Augusta University, including attending meetings or conference sessions. Meal periods are not paid while traveling unless it is a working meal period, i.e., a working lunch. Free time once at the alternate location and/or time for meals, receptions or other non-work activities will not be considered time worked, even if provided by the conference.
Eric Johnson