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HomeMy WebLinkAboutOvertime_Compensation 02.05.24Policy 611 City of Rexburg Government Policy Manual Copyright Lexipol, LLC 2024/02/06, All Rights Reserved. Published with permission by City of Rexburg ***DRAFT***Overtime Compensation - 1 Overtime Compensation 611.1 PURPOSE AND SCOPE This policy establishes guidelines and procedures regarding overtime for employees, in conformance with the Fair Labor Standards Act (FLSA) (29 USC § 201 et seq.). 611.2 POLICY The City will compensate nonexempt employees who work authorized overtime either by payment of wages or by the accrual of compensatory time (29 CFR 553.22). Employees who are salary exempt from FLSA are not compensated for overtime worked. 611.3 COMPENSATION Payment of wages to nonexempt employees for overtime, or accrual of compensatory time in lieu of compensation for overtime worked, shall be at the rate of not less than one and one-half hours for each hour of employment for which overtime compensation is required (29 USC § 207(o)(1)). Short periods of overtime worked at the end of the normal workday (e.g., less than one hour in duration) may be handled informally by an agreement between the supervisor and the employee. In such cases, the supervisor shall document the overtime worked and schedule a subsequent adjustment of work time within the same work period that the overtime was worked, rather than submit a request for overtime compensation (29 USC § 207(o)). Exempt employees may be eligible for administrative leave, which may be granted at the discretion of the exempt employee’s immediate supervisor. 611.4 REQUESTS FOR OVERTIME COMPENSATION 611.4.1 EMPLOYEE RESPONSIBILITIES Generally, no employee is authorized to work overtime without the prior approval of a supervisor. If circumstances do not permit prior approval, approval shall be sought as soon as practicable during the overtime shift and in no case later than the end of the shift in which the overtime is worked. Nonexempt employees shall: (a)Obtain supervisory approval, verbal or written. (b)Record the actual time worked in an overtime status using the city-approved form or method. Informal notations on reports, logs, or other forms not approved for overtime recording are not acceptable. (c)Submit the request for overtime compensation pursuant to city payroll procedures. 611.4.2 SUPERVISOR RESPONSIBILITIES Supervisors shall: (a)Prior to authorizing an employee to work overtime, evaluate the need for the overtime. City of Rexburg Government Policy Manual Overtime Compensation Copyright Lexipol, LLC 2024/02/06, All Rights Reserved. Published with permission by City of Rexburg ***DRAFT***Overtime Compensation - 2 1.Supervisors should not authorize any request to work overtime if the overtime would not be an appropriate use of city resources. (b)Upon receipt of a request for overtime compensation, confirm that the overtime was authorized and then verify the actual time worked. 1.Supervisors identifying any unauthorized overtime or discrepancy shall initiate an internal investigation. (c)After verifying and approving the overtime amount, promptly forward the request for compensation to the employee’s city director for final approval. 1.After the head of the city has authorized compensation, the request shall be submitted to the Mayor or the authorized designee as soon as practicable. Supervisors may not authorize or approve their own overtime. 611.4.3 NON-EXEMPT POLICE AND MFD24 EMPLOYEES Compensatory time off work in lieu of pay, which is usually not allowed, is calculated on the basis of one and one-half times straight time, or regular, rates for overtime otherwise worked. (See On- Call and Compensatory Time policy.) Non-exempt Police and MFD24 employees have overtime calculated and are compensated at different rates listed below. Overtime compensation is paid to all MFD24 employees based on a 24-day work period. The base pay rates for these employees include the overtime pay rates of one-half their straight time pay rate in addition to their base pay for hours worked over 182 and up to 192 in a 24-day period. Additional overtime compensation is calculated and paid on the basis of time and one-half of their regular hourly rate for hours worked beyond 192 hours during the 24-day period. This half time pay shall not be reduced due to vacation, sick leave, or other compensated absences. Overtime compensation is paid to non-exempt Police officers based on a 14-day work period. Overtime pay, calculated on the basis of time and half of their regular hourly base rate, is paid for hours worked in excess of 80 hours in a 14-day work period. Leave such as holidays, sick time and vacation time are excluded from the calculation of overtime pay. Overtime compensation is paid to non-exempt Police officers based on a 28-day work period. These employees are paid additional, straight time pay for hours worked over 160 and not more than 171 in a 28-day period. Overtime pay, calculated on the basis of time and half of their regular hourly base rate, is paid for hours worked in excess of 171 hours in a 28-day work period. 611.5 VARIATION IN TIME REPORTED When two or more employees are assigned to the same activity and the amount of time for which overtime compensation is requested varies among the employees, the Mayor, authorized City of Rexburg Government Policy Manual Overtime Compensation Copyright Lexipol, LLC 2024/02/06, All Rights Reserved. Published with permission by City of Rexburg ***DRAFT***Overtime Compensation - 3 designee, or other approving supervisor may require each employee to include the reason for the variation on the overtime compensation request. 611.6 REQUESTING USE OF COMPENSATORY TIME Employees who have accrued compensatory time shall be allowed to use that time for time off within a reasonable period after making a request, if the request does not unduly disrupt city operations (29 USC § 207(o)). Requests to use compensatory time will be submitted to the employee's supervisor by twelve-noon on the Monday of the payroll week. Supervisors may make exceptions in unusual or extraordinary circumstances. Supervisors shall not unreasonably deny employee requests to use compensatory time (29 CFR 553.25).