Guidelines/Procedures

These guidelines are provided to implement the Compensatory Time policy for Professional-Technical employees, see Administrative Rule 6.10.012.

Professional-Technical employees are employed to work a forty-hour work- week.  It is not always feasible to control work volume within the forty-hours, therefore employees may need to work beyond the normal work schedule to complete projects or may be requested by their supervisor to work additional hours to achieve departmental goals. Hours beyond the regular work schedule should only be necessary in those situations where the work is essential to the mission of the college and cannot be accomplished within the normal work schedule.

PROCEDURES:         

1. Employees may begin to get credit for compensatory time (“Comp Time”) after working 45 hours in a work-week.  Prior to reaching 45 hours of work in a week, the employee may request of his/her supervisor approval to work beyond the regular work schedule as compensatory time (“comp time”) or the supervisor may request an employee to work over 45 hours as compensatory time.  Compensatory time is time worked over 45 hours per week.

2. When an employee is requested by supervisor to work beyond the regular work schedule, advance notice should be given to the employee, whenever possible.

3. The supervisor must approve or deny compensatory time prior to the employee working over 45 hours per week.

4. If approved, the supervisor shall provide the employee with a Compensatory Time Report form (CTR form) to record the time worked over 45 hrs.  The employee shall complete the form and return it to the supervisor at the end of the week.  The form shall be maintained by the supervisor in the department personnel files.

5. The supervisor is responsible for approval of compensatory time, tracking time, and documentation.

6. If the employee works more than 45 hrs per week without prior supervisory approval, the additional time worked shall be considered work done on a voluntary basis.

7. Compensatory time shall accrue at the rate of one hour for every hour worked over 45 hours.

8. Comp time shall not be used as a substitute for vacation, sick or personal leave.  Employees must record the appropriate use of their time for their timesheet.

9. Professional-Technical employees may accrue no more than 120 hours of compensatory time in an academic year.  Supervisors should ensure that compensatory time is taken within the same or next pay period or as soon as possible to avoid accruing comp time hours.

10. Compensatory time must be taken within the same academic year.  When it is not feasible to take them in the year, no more than 50% of accrued compensatory time may be carried forward to the new fiscal year, with the approval of the supervisor.

11. The supervisor shall ensure that the employee receives a copy of the CRT form or pertinent documentation.