Compensatory Time

Purpose

The purpose of this policy is to provide uniform guidelines for the accrual, use, and payment of compensatory time (also known as “comp time”).

Scope 

All Full Time employees are covered by this policy.

All part-time, adjunct, and time- limited employees are paid for time worked and do not accrue compensatory time.

Definitions

Exempt:  positions that are exempt from the overtime pay requirements as defined by the Fair Labor Standards Act.  Employees in these positions are NOT required to keep records of specific times they worked and are not required to be compensated for any hours worked in excess of 40 in a work week. 

Non-Exempt:  positions that are not exempt from the overtime pay requirements as defined by the Fair Labor Standards Act.  Employees in these positions are required to keep records specific times they work so that they are compensated for hours worked in excess of 40 in a work week.  This compensation is made at 1.5 times the hours worked. 

Policy Statement

The FLSA requires all employers to pay “non-exempt” employees time-and-one-half their regular rate of pay for all hours over 40 that those employees work in a given week.  Section 207(o) of the FLSA allows public employers at the federal, state, or local level to compensate non-exempt employees for hours worked in excess of 40 with comp time in lieu of cash overtime. 

It will be the practice of Alamance Community College to compensate non-exempt employees for hours worked in excess of 40 with comp time in lieu of cash.

Process/ Procedure

Administration

Supervisors/Managers shall hold hours worked by the non-exempt employee to the established 40-hour workweek standard except in cases where excessive hours of work are necessary due to weather, necessary seasonal activities or emergencies.  For schedules that fall outside of the standard college hours of operation (M-F 8am-5pm) flexible schedules should be the standard practice. 

Compensatory time requires prior approval by the employee’s supervisor before it is worked.  Preapproval must be documented by the supervisor and this documentation must be attached to the employee’s timesheet and/or other appropriate pay record (either electronic or in paper). 

The College requires that compensatory time be exhausted within 90 days of its accrual.

The practice of overtime work will be subject to review by The Office of Human Resources. 

Exempt Employees

No employee whose position is designated as exempt from overtime compensation shall be paid in any way for hours worked in excess of 40 in a workweek.  It is the practice of the college that supervisors/ managers allow professional flexibility in work schedules for exempt employees to balance their professional and personal commitments.  It is, however, generally expected that exempt employees are present and available during daily “core times”.

Overtime Compensation

For employees whose regular work schedule is 40 hours per week and who are not exempt, the employee shall receive straight-time pay for the standard 40 hours.  Employees will be given compensatory time off for hours (physically) worked beyond the standard hours during a week equal to 1 ½ times the amount of time worked beyond 40 hours.

The following provisions apply to overtime compensatory time:

  • Any hours worked in excess of 40 by a non-exempt employee must have prior approval of the employee’s supervisor and must be documented with the Human Resources office.
  • Overtime compensatory time shall be taken within 90 days from the date the work is performed.
  • A maximum of 40 hours of compensatory time may be accrued before the employee will be required to exhaust the leave
  • Employees shall not be allowed to accrue compensatory time in excess of 40 hours at any time
  • Overtime compensatory time off cannot be denied to an employee unless the time off will unduly disrupt agency operations.
  • Overtime compensatory time off MUST be taken before any vacation or bonus leave.
  • Managers/ supervisors should allow overtime compensatory time to be taken as soon as possible.
  • If an employee separates from the college, for any reason, the accumulated compensatory time shall be paid in a lump sum.
  • If an employee transfers to an exempt position before taking the time, it shall be paid in the next regular paycheck.

All non-exempt employees of the college must sign a form acknowledging that it has been explained that it is the policy of Alamance Community College that time off is given in lieu of monetary compensation, whenever possible, for hours worked beyond 40 in a work week.  Agreement to this policy is a condition of employment; failure or refusal to sign will prevent employment.

Non-Overtime Workweeks

When an employee physically works 40 hours or less during a week due to vacation, holidays, or sick leave, the standard week salary is paid.

The Workweek

The workweek for Alamance Community College begins on Sunday at 12 a.m. and concludes on the following Saturday at 11:59 p.m.

Unauthorized Work

Hours worked by an employee without the employer’s permission or contrary to instructions may or may not be considered as hours worked.  Unrecorded hours worked during a workweek by an employee at the college or at home must be counted as hours worked if the manager/supervisor knows or has reason to know of such a practice. 

Meal Period

A bona fide meal period is a span of a minimum of 30 consecutive minutes during which an employee is completely relieved of duty and free to use time for his/her own purposes.  Meal periods are not required by federal or state law; however, if a non-exempt employee is granted this period, then s/he must be free from all work. 

 

Approval

Chair, Board of Trustees

Effective Date:  

Policy Owner:  Human Resources