The University of Texas at Arlington

Contents

1. Responsibility
2. Approval
3. Payment Process

1. Responsibility

   Department Chairs, Directors and Account Managers are responsible for the authorization of overtime payments within their department. Each manager must ensure that sufficient funds are available within the departmental budget to fully cover the costs associated with overtime payments including the added staff benefits costs where applicable.

2. Approval

   All overtime requests must be initiated and approved by the department Chairs, Directors and Account Managers before Payroll Services can process the payment for overtime. At the beginning of the fiscal year, each academic or administrative unit in which overtime is anticipated will provide the Office of Human Resources with a listing of all employee job codes expected to receive overtime payments during the year.

   1. After verification of eligibility for overtime payment, the job code and unit code of that department will be entered into the *DEFINE payroll system module. The payroll system will allow overtime payments only to eligible job codes approved for specific units (departments).

   2. Work study student employees are not allowed to work over 19 hours in a work week and cannot earn overtime.

   3. If using a Departmental Payroll Voucher (Form 1-1) to pay overtime, it must include the following information:

      1. Name

      2. UT EID

      3. Hourly Rate

      4. Calculated Overtime Hours

      5. Job Class Code

      6. Department account number from which overtime will be paid

3. Payment Process

   Nonexempt employees are entitled to overtime (time and one-half) for any week in which the employee actually works in excess of 40 hours. The department has the option of paying for overtime hours or requiring the employee to take time off at one and one-half times the number of overtime hours worked. Departments may process overtime payments via an electronic voucher OV5 in *DEFINE. Departments completing a Departmental Payroll Voucher (Form 1-1) should contact Payroll Services to determine the correct overtime rate of pay to include on the voucher.