Compensatory and Overtime

Prior approval from the supervisor is required for overtime and/or compensatory time to be worked. The monthly timesheet will serve as documentation for overtime hours worked and taken by the employee.

Non-exempt employees may receive, in lieu of overtime compensation, compensatory time off at a rate of not less than one and one half hours for each hour of overtime work, pursuant to an agreement or understanding arrived at between the employer and employee before the performance of the work. Such agreement or understanding may be informal, but must be noted in the comments section of the monthly timesheet.

Overtime work for eligible employees is converted into compensatory time and must be taken within 120 calendar days or it will be paid out as overtime wages at one and one
half times the regular hourly rate of pay on the next appropriate payday. The employee must submit a leave request that mirrors what is recorded on the monthly timesheet when using compensatory time. If the employee terminates employment prior to using the accumulated time off, the compensatory time will be paid out as overtime wages at one and one half times the regular hourly rate of pay. Compensatory time is separated from other leave credits and is not considered a part of annual leave, sick leave, or other leave. Compensatory time may not be earned in excess of 240 hours, or 480 hours for essential personnel.

If the employee elects to have the overtime compensated as overtime wages at one and one half times the regular hourly rate of pay, they must note it in the comments section of the timesheet and have received approval from the supervisor (budget permitting) in advance.

Exceptions: The President or designee may authorize an exception if an emergency exists or adequate replacement personnel are not available to perform the job.

Make Up Time Procedure: Non-exempt employees may make up time they are absent from their job in lieu of using another leave type if and only if the time that is made up is within the same work week. The employee must first obtain approval from his/her supervisor to use the make-up time option. Time may be made up by working extra time after the standard workday hours if there is meaningful work to be accomplished and it has been approved in advance.

Definitions

Compensatory Time: Time off in lieu of cash payment.

Eligible Employee: An employee whose position qualifies for overtime compensation as required by the Fair Labor Standards Act, as amended.

Essential Personnel: Positions required to be on duty to perform the essential and/or emergency services of the college without delay and/or without interruption.

Exempt/Non-exempt: Arapahoe Community College Human Resources, within guidelines set out in federal regulations, shall determine the classification of positions or employees as “exempt” or “non-exempt” for purposes of compliance with the Fair Labor Standards Act (FLSA). Generally, administrative, faculty, professional and supervisory personnel are considered “exempt” under FLSA.

FLSA: Fair Labor Standards Act, as amended, and its regulations.

Overtime: Amount of time or portion thereof, which an employee works and that exceeds the work week or work period. The calculation for overtime pay cannot include
hours counted as holidays, vacation, or other non-worked time as time served toward overtime, unless deemed Essential Personnel. As this is the current procedure, it remains in effect and all overtime/compensatory time should follow the parameters set out by this college procedure.

Time Worked: Approved paid absences, including but not limited to sick leave, vacation leave, holiday leave, injury leave, jury and witness duty, and funeral/bereavement leave, are paid at the employee’s regular rate of pay, but are not counted as time worked for the purposes of computing overtime, unless the employee is essential personnel.

Work Week: Arapahoe Community College observes the work week that begins on Saturday at 12:00AM and ends on Friday at 11:59PM.

Overtime and Compensatory Time Employee Acknowledgement

This covers all employees at Arapahoe Community College. In accordance with the Federal Labor Standards Act (FLSA), non-exempt employees are eligible to receive overtime pay at a rate of one and one half times their regular pay for time worked in excess of 40 hours per week or 12 in a workday. Exempt employees are not eligible for overtime; they are expected to work as many hours as required to perform the duties of the position.

Overtime eligible employees at Arapahoe Community College are those in classifications that are mandated overtime compensation.

Prior approval from the supervisor is required for overtime and/or compensatory time. The monthly timesheet will serve as documentation for overtime hours worked and taken by the employee.

Non-exempt employees may receive, in lieu of overtime compensation, compensatory time off at a rate of not less than one and one half hours for each hour of overtime work, pursuant to an agreement or understanding arrived at between the employer and employee before the performance of the work. Such agreement or understanding may be informal, but must be noted in the comments section of the monthly timesheet.

Overtime work for eligible employees is converted into compensatory time and must be taken within 120 calendar days or it will be paid out as cash on the next appropriate payday. The employee must submit a leave request that mirrors what is recorded on the monthly timesheet when using compensatory time. If the employee terminates employment prior to using the accumulated time off, the compensatory time will be paid out as overtime wages. Compensatory time is separated from other leave credits and is not considered a part of annual leave, sick leave, or other leave. Compensatory time may not be earned in excess of 240 hours, or 480 hours for essential personnel.

If the employee elects to have the overtime compensated as overtime wages, they must note it in the comments section of the timesheet and have expressed approval from the supervisor (budget permitting) in advance.

This notification is not intended to create a contract of employment or to alter an existing contract of employment, if any.

VERIFICATION OF RECEIPT

I, (first and last name), hereby acknowledge receipt of this notice. Name (Print)

Employee Signature

Date

Original-Employee
Copy-Human Resources Personnel File