TL - Overtime Multiple Jobs and Comp Time Policy

GENERAL DESCRIPTION:

This procedure provides the new overtime multiple jobs and comp time policy and how to pay overtime to employees who have multiple jobs.

PROCESS CONSIDERATIONS:
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Policy Information

In accordance with business process streamlining and standardization, the following policy changes were implemented upon Go-Live of the HRS Project:

Employees with Multiple Jobs

Nonexempt Employees who work in multiple jobs on campus and exceed 40 hours (in a work week) are eligible for overtime based on FLSA requirements. Exempt employees are normally not eligible for overtime compensation. If overtime compensation should be provided to exempt employees, the dean, divisional director, supervisor (or the designated representative) needs to approve the overtime before it is worked. Without approval, the hours worked will be considered part of the employees' total job responsibilities (i.e., no extra compensation).

The University is creating this policy in order to help administrators determine who should be responsible for paying the overtime.

For employees who have (permanent) jobs that are 100% but also have an additional job, the additional job will be responsible for the overtime. Example: employee has 100% fulltime job with one department but picks up an University Staff Temporary (LTE) job with another. The University Staff Temporary (LTE) job will be charged the overtime.

Those employees in situations in which they have one job that is FLSA Non-Exempt and one job which is FLSA Exempt, a determination will need to be made by the employing units HR Department on whether they are eligible to receive overtime at the premium rate.

For employees who have multiple University Staff Temporary (LTE), University Staff Permanent, University Staff Project or Student Help jobs, and whose FTE is less than 100%; overtime will be charged as of the 41st hour, the unit in which the overtime occurred will be responsible for paying the overtime. This means that actual time that falls into the 41st hour and beyond should be charged (as OT) to the unit in which the hours were worked.

Example of employee with 100% job who picks up an University Staff Temporary (LTE) job:


Sunday Monday Tuesday Wednesday Thursday Friday Saturday Total
Job 1 (100%)
8 8 8 8 8
40
Job 2 (LTE)

3

3
6
Job 1 Overtime Responsibility






0
Job 2 Overtime Responsibility






6

Some examples of determining overtime pay responsibility are found below for those using the 41st hour:

Example 1


Sunday Monday Tuesday Wednesday Thursday Friday Saturday Total
Job 1
8

2 8
18
Job 2

8 8 8

24
Job 1 Overtime Responsibility




2

Job 2 Overtime Responsibility







Example 2 (assumption Job 1 shift on Friday is am and Job 2 is pm)


Sunday Monday Tuesday Wednesday Thursday Friday Saturday Total
Job 1
8 4

4
16
Job 2

8 8 10 4
30
Job 1 Overtime Responsibility




2

Job 2 Overtime Responsibility




4

Overtime/Compensatory Time

Overtime will be paid in accordance with FLSA and individual bargaining agreements. Compensatory time earnings are granted at the discretion of the employer. To streamline the current business process all overtime or compensatory time earnings will be based on the earnings per week and at the discretion of the employer. This means that splitting of overtime and compensatory time during the same week will no longer be permitted.

Overtime & Comp Time Report

The Overtime & Comp Time Report identifies employees who have multiple jobs where the total hours worked is more than 40 hours/week based on TRC code. This report will be run to identify employees who are eligible for overtime and whose timesheet will have to be adjusted to meet the new policy. Please refer to user procedure TL - Time and Labor Reports for steps to run the report.

Example of Paying Overtime by Two Jobs

To show how you would use the report to identify employees whose timesheet must be adjusted to pay overtime for the 41st hour and subsequent hours, we will look at the original timesheet, analyze the report output, and then show how the timesheet will be changed to pay the employee correctly. We will use the time from Example 2.

Example 2 (assumption Job 1 shift on Friday is am and Job 2 is pm)


Sunday Monday Tuesday Wednesday Thursday Friday Saturday Total
Job 1
8 4

4
16
Job 2

8 8 10 4
30
Job 1 Overtime Responsibility




2

Job 2 Overtime Responsibility




4


Timesheet view of Example 2

Job 1


Job 2


After Time Administration runs, the hours have processed as REG hours, including Night Differential in Job 2

Job 1 payable time before change to timesheet


Job 2 payable time before change to timesheet


After Time Administration runs, the Overtime & Comp Time Report may be run.


Overtime & Comp Time Report output for Example 2


The report identifies the employee whose total worked hours between the two jobs totaled more than 40 hours. In this example, the employee worked 46 hours between the two jobs. You want to know which job should pay the 6 overtime hours or whether the overtime should be split, with portions being paid by both jobs. The report does not tell you at which job the 41st hour was worked: the report simply alerts you that this employee's total time from both jobs exceeded 40 hours, and this tells you the timesheet needs to be looked at.

To determine which job will pay the overtime, you go to the employee's timesheet and see when the times were entered between the two jobs. Looking day by day, you determine at which job the employee was working when the 41st hour and subsequent hours were worked. Making a grid similar to the one shown in Example 2 might be useful as you analyze the timesheets.

In our example, the 41st hour began on Job 1 at 10:00AM Friday. The employee ended the Job 1 shift at noon. Therefore, two hours of overtime will be paid by Job 1.

The employee continued working on Friday, going to Job 2 and working from 1:00PM to 5:00PM. Since the employee's total time worked was 42 hours before Job 2's Friday afternoon shift started, all four hours of the Friday afternoon shift will be paid as overtime by Job 2.

Since all the hours have gone into payable time as REG hours, each job's timesheet will need to be adjusted to pay overtime. The examples below show how each job's time will be changed.

On job 1, add a row for Friday. Scroll to the far right of the timesheet and select + to add a row.


A row is added for Friday.

Change the 8:00AM to 12:00PM to 8:00AM to 10:00AM on the first row.

Then on Friday's second row, enter times 10:00AM to 12:00PM and select TRC OT150 - Overtime 1.5.

Click Submit to save your work.

An error message will occur because 10:00AM was entered as both an Out punch and an In punch.


Change 10:00:00AM on the second row to 10:00:01AM.


Click Submit to save your work.

On job 2, the entered times 1:00PM to 5:00PM do not have to be changed since all four hours need to be paid as overtime instead of REG. Select TRC OT150 - Overtime 1.5.


Click Submit to save your work.

After Time Administration runs, payable time for each job is now changed to reflect correct payments of REG and overtime pay.

Payable time for job 1 after change to timesheet


Payable time for job 2 after change to timesheet


Example of Accruing Comp Time between two Jobs

Comp Time Earned TRCs, CT050, CT100, CT150 and CT200, may be used to designate hours over 40 in a week between two jobs in order to accrue Comp Time in lieu of overtime (at the discretion of each department).  The TRC must be associated with a Quantity of Hours, rather than actual Punch Times in the timesheet.  If an attempt is made to designate a Comp Time TRC with punch times, the following error will be received:



Below is an example of allocating Comp Time earnings in lieu of overtime between two jobs for FLSA nonexempt employees:

Job 1 before adjustments:



Job 2 before adjustments:



Since 20 hours were reported on Job 1, and 28 hours reported on Job 2, the employee is entitled to 8 hours of either overtime or Comp Time.  Assuming the employee elects Comp Time and the employing department allows it, adjustments should be made for the 41st and subsequent hours between the two jobs.

If all hours for the day should be designated as Comp Time Earned, remove the punch times and enter the total quantity of hours in the Quantity column.  Select the CT150 TRC from the Time Reporting Code list.  If the total hours worked for the day exceeds the number of hours of Comp Time the employee is entitled to, add a row to enter the quantity of hours assigned to the CT150 TRC.  Then change the punch times to only account for the hours worked that are not to be designated as Comp Time.

Job 1 after adjustments:




Click Submit after adjustments have been made.

Job 2 after adjustments:



Click Submit after adjustments have been made.



ADDITIONAL RESOURCES:

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    Keywords:multiple jobs overtime between jobs comp time policy   Doc ID:17050
    Owner:Wendy G.Group:Human Resource System (HRS)
    Created:2011-02-23 18:00 CSTUpdated:2017-02-22 17:01 CST
    Sites:Human Resource System (HRS)
    Feedback:  3   0