VCOM Administrative and Classified Staff Handbook

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. Typically, the pre-approved timesheets should be delivered to the campus Human Resource Director at least three business days following the timeframe in which the overtime occurred so that the employee will be paid for the overtime on the next pay cycle. If the overtime worked does not permit the timesheet to be submitted within the three-day timeframe, the employee must submit the timesheet as soon as possible and the employee will be paid the next pay cycle following the timesheet being received. Timesheets are located on VCOM’s Human Resource/ Employee website. Compensation Time for Overtime When compensation is considered for a non-exempt employee, the time must be given during the same workweek to avoid overtime. “Comp Time” is not allowed for non-exempt employees extending beyond the workweek. A Division Officer may provide a day off or one-half day off during the same workweek to allow for an anticipated day that will exceed eight hours or a week that will exceed 40 hours. The FLSA does not allow employees of private institutions to “trade” or to “make up” for the hours missed during one week by working late in another workweek. Calculating Overtime Pay A salaried, non-exempt employee is a paid employee with a fixed amount of pay each payday that is not based on a fixed number of hours the employee is scheduled to work during a “normal” workweek or pay period. The hours range from 32 hours to 40 hours for an employee to be considered overtime and eligible for full benefits. Overtime for the purpose of overtime pay is considered when the employee works in excess of 40 hours. For non-exempt employees, overtime is typically calculated at the rate of one and a half (1.5) the regular rate of pay earned by a salaried, non-exempt or wage employee during the workweek. Noncompliance of Overtime Rules and Consequences Actions that are considered in noncompliance with this policy may include, but not be limited to: • a salaried, non-exempt employee works overtime without approval and does not report the overtime worked • a salaried, non-exempt employee works overtime and submits the overtime without approval by the supervisor • a supervisor instructs the employee to work overtime but does not sign permission for overtime pay; and/or • a supervisor repeatedly assigns overtime to a worker

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