VCOM Administrative and Classified Staff Handbook

Monday through Thursday to avoid overtime. For altered schedules, work hours may be staggered to prevent fatigue and overtime. An employee’s division leader determines work schedules according to staffing requirements.

Work Attendance – Reporting (Absences or Late Arrivals) It is important to maintain a good attendance record at work; however, there will be times when employees cannot avoid being absent or late. If an employee knows in advance that they will be late or absent, it is their responsibility to tell their supervisor as soon as the need for the absence or tardiness is known. If an employee’s late arrival or absence is unanticipated, they should inform their supervisor as to the reason as soon as possible on the day that they are late or absent. It is important that the employee report absences or tardiness to the division officer or direct supervisor to avoid being charged with failure to report. In addition, staff must submit the absentee request for documentation and approval. Overtime Non-Exempt employees should not work beyond 40 hours in any one week. However, the duties of exempt employees often carry them beyond 40 hours per week. When hours for exempt employees are excessive, division officers should consider comp-time within the workweek or following week so the employee will have time for rest. Overtime is not recommended for non-exempt or wage employees. If overtime is unavoidable, written approval from an employee’s supervisor and the division officer must be obtained a minimum of two business days in advance of working over 40 hours during any workweek. Employees may not volunteer for work if that work would exceed 40 hours in one workweek, resulting in overtime. In general, non-exempt employee should be relieved of time during the same workweek to avoid overtime. Non-exempt employees shall not work overtime until written approval is received. If an employee who works during the week is required to work on the weekend in order to staff planned College events (i.e., white coat, graduation, etc.), the employee will be given compensation time so that an equal amount of time is taken in advance during the same workweek to avoid overtime. If an employee is approved to perform work related duties at home or during off hours, the non-exempt employee is required to log those work duties and the time required to perform those duties. It is not VCOM’s policy to allow work from home so this should not be a frequent occurrence. In logging those hours, should the employee find that the hours logged will lead to overtime, the employee must show the log to the Division Officer the morning of the next day (prior to overtime) so that the Division Officer may approve the overtime, not approve the overtime, or provide compensation time during the same workweek. When overtime cannot be avoided, and pre-approval is obtained, the non-exempt employee shall be paid for approved overtime worked in any workweek where they exceed 40 hours. Holidays or any authorized leave of absence that is to be with pay will not be counted as work hours for purposes of computing overtime but will be used for determining hours worked during the workweek. Approved Overtime Timesheet When salaried, non-exempt or wage employees have received written approval to work more than 40 hours during a workweek, the employees shall (1) complete timesheets, (2) have the timesheets approved/signed by their immediate supervisor and a Division Officer, and (3) directly submit the signed sheet to the campus Human Resource Director on their campus.

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