C. Guidelines
1. Break Periods: Support personnel are entitled to paid break periods as follows:
a. Full-time personnel will be entitled to two (2) 15-minute break periods per day. One break period will be scheduled in the middle of the first half of the work day and one in the middle of the second half of the work day. Travel time/walking time is included in the 15 minutes for break.
b. Part-time and temporary personnel who work less than 7.5 hours per day will be entitled to one (1) 15 minute break during their work day.
c. Break periods are not cumulative and therefore may not be "saved up" to be used at lunch time, at the end of the day, or other times.
d. Supervisors are responsible for scheduling breaks so that the schedule is consistent and so the normal flow of the operations is not affected.
e. Personnel abusing the break privilege will be subject to discipline proceedings.
2. Meal Periods:
a. Full-time personnel will be entitled to a meal period of at least thirty (30) minutes and not to exceed one (1) 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 paid meal period unless approval is given by the supervisor to work additional time to make up for the meal period taken.
c. Meal periods are not paid, therefore personnel should not remain in their work area during meal periods. This will ensure that personnel do not work during their meal period.
d. Public Safety personnel 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 work day 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 work week.
c. Department services must be maintained during the normal work day as defined by the department.
8. Overtime: Overtime is defined as those hours worked over forty (40) hours in one (1) week as defined below.
a. Employees must get approval from their supervisor prior to working more than forty (40) hours in one (1) week. Department policies indicating that overtime must be worked to cover a special event will indicate prior approval.
b. Supervisors should schedule employees' work weeks to avoid overtime as often as possible by providing time-off within the work week to offset the number of overtime hours required.
c. Overtime pay will be calculated based on the following: (1) Regular work hours, vacation time, holiday time and call-back time actually worked will be included when hours are added to compute overtime pay. (2) Sick time, "extra" pay for inclement weather, or time spent in 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 (40) hours a week: hours worked over the regular schedule, but less than or equal to forty (40) hours per week, will be paid at the regular rate of pay. (4) Bi-weekly Payroll: eligible hours over forty (40) hours for each week on the time card must be paid at one and a half times the regular rate.
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 (40) hours will be paid at time and a half by the department where the employee worked the hours over forty (40). Employees who perform significantly different work in another department during the week may be paid at a different rate of pay. In this case, overtime hours may be paid at time and a half of the lower rate as long as there is a written agreement between the employee and the department stating that the lower rate will be used to compute the time and a half rate for overtime hours.
9. Compensatory Time: Compensatory time is time-off given to offset overtime hours worked during the regular pay period. Compensatory time may not be accumulated and used in a later pay period.
a. The employee must get approval from his or her supervisor prior to working overtime for compensatory time and prior to taking compensatory time off.
b. Bi-weekly Payroll:
(1) Forty (40) hour work week: supervisors may either give time off on an hour for hour basis to maintain each of the two (2) work weeks at forty (40) hours or allow employees to work over forty (40) hours in the first week, and give time off in the second week at a rate of time and a half.
Example:
(2) Less than forty (40) hour work week: supervisors may either give time off on an hour for hour basis to maintain each of the two (2) work weeks at the regular hours per week or allow employees to take time off on an hour for hour basis in the second week.
Example (A) (37.5 hour week):
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Week 1: 39.5 hours
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Week 2: 35.5 hours
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75.0 hours
Example (B) (37.5 hour week):
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Week 1: 35.0 hours
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Week 2: 40.0 hours
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75.0 hours
NOTE: If employees work more than forty (40) hours in one (1) week, compensatory time must be given at time and a half. (See Example in c. 1. above.)
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. It does not include hours worked when working late or when working time is scheduled in advance.
a. Employees are guaranteed two (2) hours of pay when called-back on an unscheduled basis and the phone call is received between 6:00 A.M. and 10:59 P.M.
b. Employees are guaranteed three (3) hours of pay when called back on an unscheduled basis and the phone call is received between 11:00 P.M. and 5:59 A.M.
c. If the employee works more than the guaranteed two (2) hours, the employee will be paid for the actual hours worked.
d. Call-back hours will be used when computing the total number of hours worked in the week. (See 8. Overtime, above.)
11. Inclement Weather
a. The Vice President for Finance and Administration is designated as the person to determine if a "winter storm day" is to be declared, allowing employees to be compensated for extended travel time. The President will determine if the university will close early, open late, or stay closed for the day. The Vice President for Academic Affairs and Dean 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 personnel who go home receive regular pay for their regularly scheduled hours. (2) All hourly personnel who are required by their supervisor to stay and work are paid the equivalent to their normal work day, plus they receive their regular rate of pay for hours actually worked starting with the official closing time.
d. If the university opens late: (1) All hourly personnel will receive regular pay for their regularly scheduled hours. (2) All hourly personnel who are required by their supervisor to report to work earlier than the official opening will receive their regular pay equivalent to a normal work day plus will receive their regular hourly rate for hours actually worked prior to the official opening.
e. If the university is closed all day: (1) All hourly personnel who stay home will receive regular pay for regularly scheduled hours (2) All hourly personnel who are required by their supervisor to work are paid the amount equivalent to their normal work day plus are paid 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 the hours not worked. (2) Employees who arrive late to work due to travel conditions on winter storm days may be paid from the beginning of the regular work day if the budget unit head feels the late arrival is justified; otherwise, the hours must be taken as no pay or vacation time.
g. Employees who are on vacation when the university is closed early or opened late for inclement weather are not eligible for "inclement weather" hours and must use vacation hours.
h. This policy will also apply to employees who work on weekends. The Director of Public Safety will be responsible for determining if a "winter storm day" is to be declared on the weekends and will designate when the winter storm day designation begins and ends; based on weather conditions. Payment for "inclement weather hours" will follow the guidelines outlines above. Individuals responsible for weekend events will determine if the events will be cancelled.
12. Training/Travel Time
a. Training time is not compensable if the time is outside regular working hours, and attendance is voluntary, and no productive work is done while attending the training, and the program is not directly related to the employee's job.
b. Training time is compensable at the regular rate of pay if it is during regular working hours and is required by the university.
c. Travel time for 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.
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