Administration and Finance
 
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Administration and Operations Manual

4.06 Overtime/Holiday Pay

Last Revised: 11 May 2007
Refer Questions To: Director, Human Resources

Scope

This policy applies to staff in all offices and divisions of Gallaudet University, unless specifically covered by collective bargaining agreements made between Gallaudet University and certified bargaining agents.

Policy

The University complies with all appropriate legal requirements regarding the payment of overtime. The University may require employees to work over 40 hours per week. Overtime work in an employee's department should be limited to unusual, essential, or emergency situations, and insofar as practical, should be fairly distributed. No overtime can be worked without the advance approval of the employee's supervisor.

All employees of the University are classified as either exempt or non-exempt. Classifications and overtime eligibility conform to guidelines set forth in the Federal Fair Labor Standards Act. Only those employees classified as non-exempt are eligible for overtime compensation. Overtime for non-exempt employees is paid at one and one-half times the hourly rate for all hours worked over 40 in the established work week. After working six consecutive days, regular and extended temporary non-exempt employees are paid double time for all hours worked over 40 on Sunday or on the seventh day of the work week. Non-exempt employees are not eligible for compensatory time in lieu of overtime. Additionally, the University compensates regular and extended temporary non-exempt employees who are required to work on a holiday at the rate of double time for hours worked in lieu of receiving holiday pay for those hours.

Exempt employees are required to work the number of hours and days necessary to perform the job satisfactorily and are not eligible for overtime. Exempt employees may be given time off with pay by the supervisor in recognition of excessive hours already worked. This is not, however, considered an hour-per-hour tradeoff.

Approved by: Gallaudet University Administration

Procedures

  1. OVERTIME - NON-EXEMPT PERSONNEL
    The established period for determining hours worked and pay due for non-exempt employees is Monday through Sunday. The standard work week for full-time non-exempt employees is Monday through Friday, eight working hours per day, or 40 hours per week. Non-exempt employees must receive overtime pay for all hours worked over 40 per week during the established period. Further, after a regular or extended temporary non-exempt employee has worked six consecutive days, the University pays double time for all hours worked over 40 per week on Sunday.

    Non-exempt employees who work other than a Monday through Friday schedule also receive overtime at the rate of time-and-one-half for all hours worked over 40 during the established period. Further, after a regular or extended temporary non-exempt employee has worked six consecutive days, the University pays double time for all hours worked over 40 on the seventh day of the established period.

    Overtime is paid based on hours worked each week. Pre-approved leave and institutional directed time off (e.g., snow days or holidays) count as time worked. Unscheduled leave, including disciplinary leave, does not count as hours worked.

    When a non-exempt employee works overtime on a job for which a different rate of pay has been established, the University may use the weighted average of two rates formula, as defined in the Fair Labor Standards Act, in computing the overtime rate.
  2. HOLIDAY PAY
    All regular and extended temporary employees are eligible to be compensated at their regular hourly rate for hours normally scheduled to be worked on a University approved holiday. If an employee works a non-standard work week and the holiday falls on his/her day off, the employee receives an additional day's pay at straight time or is given another day off, usually during the same or following pay period. Part-time employees are compensated according to the number of hours they normally would have been scheduled to work.

    Should a regular or extended temporary non-exempt employee be required to work on a University approved holiday, he/she is paid double time for all hours worked in lieu of receiving holiday pay at straight time for those hours. In units which must be open on a holiday, employees may volunteer to work the holiday, with the approval of the supervisor, at their regular rate and receive equal time off at another time, usually during the same or following pay period, as long as the hours worked in that week do not exceed 40.
  3. RECORDS OF HOURS WORKED
    It is the responsibility of the unit administrator to maintain records of hours worked for each non-exempt staff employee. Full-time regular and extended temporary staff employees are not required to complete a time card but must record any leave time on a leave slip. Part-time non-exempt employees must complete a time card within the electronic time keeping system for all hours worked. Non-exempt employees must record overtime hours and hours worked on a holiday on an electronic time card.
  4. ADMINISTRATION OF THE FAIR LABOR STANDARDS ACT
    Human Resources Services is responsible for ensuring employee classifications pursuant to the Act. The Payroll Office is responsible for ensuring that employees are appropriately paid for overtime.
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