6-5: SFCC Overtime Authorization, Compensatory Time and Flex Scheduling – Procecures


A. Overtime
1. Administrative staff and faculty (FLSA-exempt employees) do not receive overtime pay.
2. Support staff (nonexempt employees) receive additional compensation for authorized overtime worked. Overtime compensation is at 1½ times the straight-time rate.
3. Any overtime pay must also be authorized by the employee’s supervisor.
4. The college reserves the right to determine the need for overtime and whether the employee is to be compensated for the extra hours worked beyond the standard workweek with pay or compensatory time.
5. The college may request that an employee work overtime for compensatory time only as long as the college notifies the employee prior to working the overtime and the employee agrees to receiving compensatory time in lieu of overtime pay.
6. Time charged to annual leave, sick leave, and holidays is not considered straight-time worked for purposes of computing overtime.
7. Payment for overtime is usually included in the regularly scheduled paycheck following receipt of the employee’s time report.

B. Compensatory Time
1. Time off in lieu of overtime pay at a rate of 1½ times the number of overtime hours worked up to a maximum of 40 compensatory time-off hours annually.
2. Time charged to annual leave, sick leave, and holidays is not considered straight-time worked for purposes of computing compensatory time.
3. Compensatory time may not be accrued in increments of less than one hour.
4. Compensatory time may be accrued up to a maximum of 40 hours. Supervisors are not authorized to allow employees to work overtime if the employee has accrued 40 hours of compensatory time. Only 40 hours may be carried over into the next fiscal year as authorized by the VP/F&A.
5. Compensatory time off must be used within 30 days from the date accrued.
6. The Office of Human Resources is responsible for maintaining records of compensatory time earned and used.

C. Flex Scheduling
1. A Request for Flextime Scheduling Form must be completed and accurately reflect the proposed flextime schedule. Requests must be approved by the immediate supervisor and processed through the chain of command for final approval by the dean or other cabinet-level supervisor and filed in the Office of Human Resources.
2. Flextime schedules in each office may be periodically reassessed to consider additional employees requesting flextime schedules, the receipt of more requests than can be accommodated at a point in time, or in response to work needs. This does not preclude changes in schedules at any time in order to meet the needs of the department.
3. Supervisors must insure that their departments are adequately staffed, including the presence of a supervisor at all times during the hours an office is open to the public or dealing directly with students. Deans and supervisors have the responsibility and authority to cancel, suspend, or adjust flextime work schedules if workload, special projects, special assignments, training, etc., would be more effectively addressed by working the normal 8:00 a.m. to 5:00 p.m. work day. Permanent work schedule changes, including flextime schedules, require seven work days’ advance notice.
4. Employees must make sure that students, co-workers, and others concerned are aware of their flextime work schedules and of any changes in those schedules. Employees may incur obligations to report to work at a time they would normally be off because of training, meetings, or other one-time events that require their participation.
5. From time to time employees may request flextime scheduling due to an emergency situation, such as illness, that requires an employee to remain at home. Temporary flextime scheduling may be requested and approved as long as the needs of the college are met.
6. An employee may appeal the denial of flex scheduling to the level of supervision one step above the employee’s immediate supervisor, if such level exists below the dean, and the decision at that level is final; otherwise, the appeal is to be submitted to the dean and his/her decision is final. All appeals must be in writing.

Updated: 8/6/03