IUPUI: Human Resources Policies

Staff covered by this policy	This policy applies to all appointed SM staff represented by AFSCME, Local 1477 and hourly SM staff.
Eligibility	All staff must have supervisory permission to work overtime. To be eligible for overtime compensation, employees must meet the following criteria: Full-time appointed staff must work more than employees are eligible for overtime for hours worked in excess of 40 hours per week or for hours worked in excess of daily scheduled shift whichever is greater. Part-time appointed staff employees are eligible for overtime for hours worked in excess of must work more than 40 hours per week. Hourly employees are eligible for overtime for hours worked in excess of 40 hours per week.
Finishing up time at the end of the workday	At the end of a workday, employees occasionally need less than 15 minutes to complete their duties. It is not necessary for supervisors to recognize this "finishing up" time as overtime unless it results in more than 40 hours worked in the workweek. Employees may be compensated for this time by allowing them to arrive late or leave early on another day of the same workweek. The late arrival or early departure time must not exceed the finishing up time. When finishing up time results in more than 40 hours being worked in the workweek, the excess is recorded as overtime at the end of the workweek.
Assigning overtime to employees	When overtime can be scheduled in advance, it is assigned on a rotating basis by occupational unit seniority. The employee in rotation must have the ability to satisfactorily perform the required work. If the department passes over an employee on the overtime rotation schedule, the employee will be offered an opportunity for an equal number of overtime hours that were lost as a result of the overtime assignments when requested, except where cases of personal emergency exist.
Managerial or supervisory overtime	Employees whose responsibility is primarily managerial or supervisory should not be called back to work overtime or assign themselves to work overtime, unless the supervisory function is required for the overtime work and would be required during regular work hours.
When work has to be completed after the shift	If, because of operating requirements, work is scheduled to be performed within three hours of the end of an employee’s regularly scheduled shift and the employee is assigned to perform such work, he/she shall not be required to check out and return at a later time but shall be provided with up to three hours of work within his/her classification at a rate of pay equal to one and one half the hourly rate.
Compensation for appointed employees	Two methods of compensation Appointed employees must receive compensation for overtime worked at a rate equal to one and one-half times the hourly rate for the work performed. There are two methods of compensation: Payment on the regular payday in which the overtime was worked, at a rate of pay equal to one and one-half the hourly rate for the work performed. Time off without loss of pay at one and one-half times the overtime hours worked. Employees should not accumulate more than 40 hours of compensatory time unless approved by Human Resources Administration. Requests for increased accumulations for designated units with the rationale must be made in writing to HRA for approval. Compensatory time off may be taken at a mutually acceptable date within one year of the dated worked. If this method of compensation is to be used, it shall be discussed with the employee and agreed to prior to scheduling the overtime work. If the employee does not agree, the supervisor has the option of paying for the overtime or not scheduling the work. Secondary employment by another department When a full-time employee performs any overtime work for another department, the employee receives pay at the overtime rate unless all of the following conditions are met. The employee must freely, at his/her own option work the secondary hours. The secondary hours must be infrequent, irregular, or occur in scattered instances. The secondary hours must be in a different capacity and not within the same general occupational category. The employee does not have the option of receiving compensatory time. If any of these conditions are not met, the secondary hours must be combined with the hours worked in the primary job for the purposes of calculating overtime compensation. Promotions and transfers When an employee is promoted or transferred to another department, any accumulated compensatory time is to be granted before the move. The time can be granted as time off or overtime pay. Trading hours When two employees working in the same capacity voluntarily agree to trade hours and receive supervisory approval, the traded hours worked shall be excluded in the calculation of hours for which the employees are entitled to overtime compensation.
Compensation for hourly employees	For hourly employees, overtime is defined as timed worked with supervisory permission in excess of a full-time (40 hours per week) schedule. Overtime is compensated by payment at a rate of pay equal to one and one-half times the hourly rate for the work performed. Compensatory time is not an option for hourly employees.
Departmental responsibilities	Departments are responsible for the following: Scheduling overtime only when absolutely necessary Maintaining internal records of compensatory time earned. Reporting compensatory time earned and used to Payroll.
Employee responsibilities	Employees are responsible for the following: Obtaining supervisory authorization before working any overtime. Keeping an accurate record of actual time worked. Time is to be recorded daily.
Compensation for off-campus work and travel time	Definition of pay eligibility When departments require biweekly staff to perform a work assignment, attend class, etc., at a location away from the campus of their normal work assignment, they are eligible for pay. Travel and lodging Travel time in excess of the time required to travel from the employee's residence to his or her normal work station - provided it is outside of the normal daily work schedule -- is counted as hours worked. A break in travel time for meals is not compensable and is not counted as hours worked. If travel requires overnight lodging, the time the employee is free to "come and go" as desired is not counted as hours worked.
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