1-15 Overtime Requests and Payments to Employees

Revision Date: 11/01/2004

Origination Date: 06/30/1983

  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 cover fully 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 the Payroll Services Office 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. It is not necessary to indicate overtime eligibility on a Personnel Action form (PAF).

    2. 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).

  3. Work study student employees are not to be scheduled to work over 40 hours in a work week.

  4. All overtime payroll vouchers, if hand-typed, must include the following information:

    1. Name
    2. Social Security Number
    3. Hourly Rate
    4. Calculated Overtime Rate
    5. Title Code
    6. Department account number from which overtime will be paid.

  5. Payment Process

    "Nonexempt" employees are entitled to overtime payment (time and one-half) for any week in which the employee actually works in excess of 40 hours. Departments will process overtime payments via the electronic voucher. Departments processing typed payroll vouchers should contact the Office of Payroll Services to determine the correct overtime rate of pay to include on the voucher. Attach a copy of the time card that reports the overtime hours to the voucher and forward to Payroll Services.