858.1 Time Worked/Time Off for Support Staff

Created by: Dana Trebing on 03/02/2005
Category: 8 - Human Resources; 50 - Health/Safety
Originator: Assistant Vice President of Human Resources
Current File: 858.1
Adoption Date: 10/21/2014
Reviewed for Currency: 10/21/2014
Replaces File: 858.1
Date of Origin: 06/10/1977
Classification: Human Resources
In Archive? 0

858.1 Time Worked/Time Off for Support Staff


A. Background

The Fair Labor Standards Act (FLSA) sets minimum wage, overtime pay, equal pay, record keeping and child labor standards for employees who are covered by the Act (i.e., hourly paid employees). 


B. Policy

Furman University has established rules and regulations to ensure compliance with the FLSA and with other state and federal regulations. These rules and regulations shall be applied consistently throughout the university.


C. Guidelines

1.  Time Cards may be paper or electronic.  All support staff must use time cards to record the number of hours worked and to specify how time not worked is to be recorded.  The time card should accurately reflect the actual hours worked and will be used as the basis for calculating pay. Time cards must be signed by both the employee and the supervisor.  Failure to complete and sign time cards accurately and on time may result in delays in compensation and/or disciplinary action.

2.  Meal Periods

a.  Full-time staff will be entitled to a meal period of at least thirty minutes, not to exceed one hour in length. Exceptions for special occasions may be approved by the supervisor.

b.  Part-time and temporary personnel who work less than 7.5 hours per day will not be allowed a meal period unless approval is given by the supervisor to work additional time to make up for the meal period. 

c.  Meal periods are not paid.  

d.  University Police who are required to answer calls during their meal period will be paid for their meal period. 

3.  Holidays (See File 819.2.)

4.  Vacation (See File 819.1.)

5.  Sick Leave (See File 818.1.)

6.  Jury Duty (See File 877.7.)

7.  Flexible Work Schedule: With the supervisor's approval, support employees may arrange their workday to meet their individual needs as long as the following guidelines are met: 

a.  Schedules must be approved in advance by the responsible supervisor. 

b.  Schedules must be arranged so that the total number of hours the employee works per week is the same as the total number of hours in his or her regular workweek. 

c.  Department services must be maintained during the normal workday as defined by the department. 

8.  Overtime: Overtime is defined as those hours worked over forty hours in one workweek as defined below. 

a.  Employees must get approval from their supervisor prior to working more than forty hours in one week or more than their regular workweek schedule. Department policies indicating that overtime must be worked to cover a special event will indicate prior approval. 

b.  Supervisors should schedule employees' workweeks to avoid overtime as often as possible by providing time-off within the same workweek to offset the number of overtime hours required. 

c.  Overtime pay will be calculated based on the following: (1) Actual hours worked during a one-week period will be used to compute overtime pay. (2) Sick time, vacation, holiday, inclement weather and extra pay for inclement weather, shut-down days, call-back, or other paid time such as workers’ compensation physician’s appointments, hour-off coupons, or jury duty are not included when hours are added to compute overtime pay. (3) For employees with a normal work schedule of less than forty hours a week: hours worked over the regular schedule, but less than or equal to forty hours per week, will be considered regular hours to be paid at the regular rate of pay. (4) Bi-weekly non-exempt employees must be paid at one and one-half times the regular rate for all hours over forty work hours each week on the time card. 

d.  Employees who do the same type of work for more than one department during the week must record all hours worked on their time cards. Hours over forty hours will be paid at time and a half by the department where the employee worked the hours over forty. Employees who perform significantly different work in another department during the week are to be paid at the same rate of pay as their primary job. 

9.  Compensatory Time: Compensatory time for hourly staff is time off given to offset overtime hours worked during the current workweek. Compensatory time must be used in the week earned and cannot be accumulated and used in a later pay period. 

a.  The employee must get approval from his or her supervisor prior to working overtime on a daily basis for accumulation of compensatory time during a workweek and obtain approval prior to working extra hours and/or scheduling compensatory time off during the workweek accrued. 

b.  Bi-weekly payroll: supervisors may either give time off on an hour for hour basis prior to the end of the workweek accrued or pay overtime at a rate of one and one-half the hourly rate for all hours worked over 40 in each workweek.

10.  Call-Back Pay: Call-back is defined as an unscheduled call to return to work when an employee has left work and is scheduled to be off.  The employee will be paid at time and one-half for the actual hours worked in call-back status. Call-back pay is not provided for hours worked when working late or when working time is scheduled in advance. 

11.  Inclement Weather

a.  The Vice President for Academic Affairs and Dean determines if an inclement weather day is to be declared. The Vice President will determine if the university will close early, open late, or stay closed for the day. The Vice President will decide if it is necessary to cancel classes.  (See File 858.2.)

b.  Time cards should show actual hours worked and indicate inclement weather hours separately. Inclement weather hours will not be used in calculating overtime. 

c.  If the university closes early: (1) All hourly staff who go home receive regular pay for their regularly scheduled hours. (2) All hourly staff required by their supervisor to stay and work are paid the equivalent of their normal workday, in addition to their regular rate of pay for actual hours worked starting with the official closing time. 

d. If the university opens late: (1) All hourly staff will receive regular pay for their regularly scheduled hours. (2) All hourly staff who are required by their supervisor to report to work earlier than the official opening will receive their regular pay equivalent to a normal workday in addition to their regular hourly rate for hours actually worked prior to the official opening.

e.   If the university is closed all day: (1) All hourly staff who stay home will receive regular pay for regularly scheduled hours (2) All hourly staff required by their supervisor to work are paid the amount equivalent to their normal workday in addition to their regular rate of pay for hours actually worked.

f.  If the university is open: (1) Employees who do not report to work must either receive no pay or may choose to use vacation for hours not worked. (2) Employees who arrive late to work due to travel conditions on inclement weather days may be paid from their arrival time; otherwise, the hours must be taken as no pay or vacation time.

g.  Employees who are on leave (vacation, sick, or other paid leave) when the university is closed early or opened late for inclement weather are not eligible for inclement weather hours and must use the pre-approved leave hours. 

h.  This policy will also apply to employees who work on weekends. The Chief of University Police will be responsible for determining if an inclement weather day is to be declared on the weekends and will designate when the inclement weather day designation begins and ends; based on weather conditions. Payment for "inclement weather hours" will follow the guidelines outlined above. Individuals responsible for weekend events will determine if the events will be cancelled. 

12.  Training/Travel Time

a.  Training time is compensable at the regular rate of pay if it is during regular working hours or required by the university. 

b.  Travel time for required out-of-town travel, from time of departure to arrival (excluding meal periods), will be paid at the regular rate of pay. This includes travel time only, not lodging time.

13.  Each day off must be requested at least one day in advance. In case of illness or emergency, the request should be presented as soon as possible or within one hour of regular starting time. The supervisor may approve or deny the time-off request.

14.  Any variations in or exceptions to this policy must be approved in advance by the Assistant Vice President of Human Resources. Support staff must obtain their supervisor's approval in the following circumstances: prior to working overtime hours or working more than the regularly scheduled hours; prior to working a flexible schedule; and, for all requests for time off.