III. U. 3. Overtime and Compensatory Time

Categories of Employees 

Employees who are covered by the Wage and Hour provisions of the Fair Labor Standards Act are considered non-exempt employees. 

Exempt employees are not covered by the provisions of the Fair Labor Standards Act because their work assignments fall into one of the following categories: 

Designations of exempt or non-exempt status are based on criteria established by the Fair Labor Standards Act.  Such designations are made on an individual basis and are based on the actual work responsibilities assigned to each employee. 

Work Period 

The standard Fair Labor Standards Act work period is fixed period of seven (7) consecutive calendar days.  It does not need to coincide with the calendar week and may begin on any day and at any time. 

A work period for North Georgia Technical College begins each Friday at 5:00 p.m. and ends at 5 p.m. the following Friday. 

An established work period may be changed provided the change is intended to be permanent and is not for the purpose of avoiding the accrual of Fair Labor Standards Act overtime. 

Employees in the same Department organizational unit may have different work periods. 

Compensatory Time 

State Board policy provides compensatory time at the rate of one and one half hours for each overtime worked for employees who are covered by the Fair Labor Standards Act.  Overtime is determined to be the actual number of hours worked over 40 hours in a workweek.  Holidays and leave time will not be included when determining total number of hours worked. 

Weekly Work Report 

Each employee covered by the FLSA will complete a weekly work report showing actual time in and out and the actual number of hours worked.  The weekly report is to be submitted to the Payroll Office weekly. 

Compensatory Time Sheet 

The Payroll Office maintains accrued compensatory time records for each employee covered by the Fair Labor Standards Act.  Employees record overtime hours worked on their Weekly Work Report and employees complete a leave form when accrued compensatory time is taken.  This form is approved by the supervisor and turned in to the Payroll Office. 

All compensatory time must be taken off in the quarter in which it is earned.  Exceptions only by approval of the President. 

Monitoring of Overtime 

Supervisors are responsible for monitoring arrival and departure times of non-exempt employees to ensure accurate records are maintained and to minimize overtime worked. 

Non-exempt employees are normally not allowed to occupy their workstations before their scheduled workday begins, during meal periods, and after the workday ends. 

Non-exempt employees are required to accurately sign in and out (recording time to the exact minute) when they arrive and leave their work areas.  Non-exempt employees who fail to correctly record actual work time are subject to disciplinary action up to and including separation. 

Exempt employees generally do not complete time sheets to record work time.  Since exempt employees are paid on a salary basis, time sheets should not be kept unless they are required in order to comply with programmatic certification requirements. 

Time worked by non-exempt employees should be reviewed prior to the end of the work period (when possible) to determine if overtime may occur.  Non-exempt employee’s work schedules may be adjusted to prevent overtime work. 

If a non-exempt employee arrives after the scheduled reporting time, the supervisor may allow the non-exempt employee to adjust the work schedule within the work period to make up the time if tardiness seldom occurs and the adjustment is otherwise determined appropriate.  If frequent tardiness occurs, the non-exempt employee should not be allowed to make up the time.  The non-exempt employee may be placed on unauthorized leave without pay, placed on an attendance plan, and disciplinary action may be taken. 

Non-exempt employees must generally receive prior approval to work overtime.  In unique or emergency situations, prior approval may not always be possible.  Overtime worked in these instances must be reported to the supervisor as soon as possible.  Non-exempt may be required to explain why overtime was necessary and why pre-approval was not possible.  Whether authorized or not, all overtime work must be accurately and promptly recorded. 

Overtime may be granted for emergencies, unanticipated assignments or for special projects that cannot be completed during normal work hours.  Overtime should not generally be granted for non-exempt employees when work should be completed during the workday.  Supervisors should closely monitor all overtime worked in these instances. 

A statement regarding responsibility and accountability for managing the provisions of Fair Labor Standards Act is to be included on Performance Management Forms (PMF) of supervisors who supervise non-exempt employees.  These supervisors are to be evaluated on their Performance Management Forms based on compliance with Fair Labor Standards Act. 

Non-exempt employees are to be evaluated on their Performance Management Forms regarding adherence to Fair Labor Standards Act requirements.

CROSS REF.:    NGTC Policy III.U.3.
 

                           

Adopted: November 5, 1991
Revised: July 29, 2003
Approved:  August 5, 2003
Code: 03-03-04P

 

 

NORTH GEORGIA TECHNICAL COLLEGE