Reporting Overtime As of January 1, 2008

Reporting Overtime As of January 1, 2008

Reporting Overtime for

Employees Covered Under Section 3 (Bi-Weekly Overtime)

Beginning January 8, 2012

Section 3 contains scenarios for employees who are eligible for overtime compensation after 80 hours of work time in a bi-weekly pay period. Sick leave and now annual leave (with the exception of annual leave bought back by a union under provisions of a collective bargaining agreement) do not count as work time toward overtime eligibility. Section 3 covers employees in:

UAW Human Services (W-22) classifications listed as Code 4 in Appendix A of the collective bargaining agreement.

MSEA Safety and Regulatory (A-02) classifications listed as ** (law enforcement) in Appendix B of the collective bargaining agreement

SEIU Scientific and Engineering (H-21) classifications at the P-11 level and above

NERE classifications coded as “N”, eligible for overtime pay, in the compensation plan which are law enforcement or healthcare positions

Please note: The attached scenarios are intended to provide general guidance on the impact of the changes in overtime compensation calculations related to the use of sick leave. Many pay provisions, such as those for shift differential, work on holidays or leaves of absence vary by collective bargaining agreement and civil service regulations, and may not be addressed in this document. Questions regarding proper time recording should be addressed to the appropriate agency human resources office.

Scenario 1 (call back):

  • Employee normally works an 8 hour day, Monday through Friday, with weekends off
  • Employee worked a regular schedule the first week
  • During the second week:
  • Employee used annual leave on Monday
  • Worked the rest of the regular work week
  • Was called on Saturday to report back to work for 4 hours

Beginning January 8, 2012 Report As:

Hours
Type / S / M / T / W / TH / F / S / Weekly
Totals / S / M / T / W / TH / F / S / Weekly
Totals / Total
Hours
Paid
REG1 / 8 / 8 / 8 / 8 / 8 / 40 / 8 / 8 / 8 / 8 / 4 / 36 / 76
ANLV / 8 / 8 / 8
Totals: / 40 / 44 / 84

Notes:

  • Employees are entitled to overtime compensation for work time in excess of 80 hours in a pay period.
  • Annual leave does not count as work time toward overtime eligibility.
  • For this scenario, callback is not paid at the premium rate until 8 hours of work time in a day or 40 hours of work time in a week have been met. (Check applicable CBA for specific provisions regarding compensation for callback hours.)

Scenario 2 (a/l and s/l in different weeks, plus a holdover):

  • Employee normally works an 8 hour day, Monday through Friday, with weekends off
  • During the first week:
  • Employee used annual leave on Monday
  • Worked the rest of the regular schedule
  • Was scheduled to work an additional 8 hours on Saturday
  • During the second week:
  • Employee used sick leave on Monday
  • Was held over for 2 hours on Wednesday
  • Worked the rest of the regular schedule, and an additional 8 hours on Saturday

Beginning January 8, 2012 Report As:

Hours
Type / S / M / T / W / TH / F / S / Weekly
Totals / S / M / T / W / TH / F / S / Weekly
Totals / Total
Hours
Paid
REG1 / 8 / 8 / 8 / 8 / 8 / 40 / 8 / 10 / 8 / 8 / 6 / 40 / 80
ANLV / 8 / 8 / 8
SKLV / 8 / 8 / 8
OVT1 / 2 / 2 / 2
Totals: / 48 / 48 +2 OT / 96 + 2 OT

Notes:

  • Employees are entitled to overtime compensation for work time in excess of 80 hours in a pay period.
  • Annual and Sick leave do not count as work time toward overtime eligibility.
  • Saturday hours in the first week are scheduled as overtime, but should be reported as REG1 because the overtime conditions have not yet been met.
  • Wednesday holdover hours are paid at straight time because overtime conditions have not yet been met.
  • After 80 hours of work time have been recorded in the pay period, the remaining hours on the second Saturday are recorded as overtime.

Scenario 3 (ANLV and OT both weeks):

  • Employee normally works an 8 hour day, Monday through Friday, with weekends off
  • During the first week:
  • Employee worked a regular schedule Monday, Tuesday, Thursday and Friday
  • Used annual leave on Wednesday
  • Worked 8 hours scheduled overtime on Saturday
  • During the second week:
  • Used 4 hours annual leave Monday, but worked a regular schedule for the remainder of the week
  • Worked 8 hours scheduled overtime on Saturday.

Beginning January 8, 2012 Report As:

Hours
Type / S / M / T / W / TH / F / S / Weekly
Totals / S / M / T / W / TH / F / S / Weekly
Totals / Total
Hours
Paid
REG1 / 8 / 8 / 8 / 8 / 8 / 40 / 4 / 8 / 8 / 8 / 8 / 4 / 40 / 80
ANLV / 8 / 8 / 4 / 4 / 12
OVT1 / 4 / 4 / 4
Totals: / 48 / 44 + 4 OT / 92 + 4 OT

Notes:

  • Employees are entitled to overtime compensation for work time in excess of 80 hours in a pay period.
  • Annual leave does not count as work time toward overtime eligibility.
  • Saturday hours in the first week are scheduled as overtime, but the hours should be reported as REG1 because the overtime conditions have not yet been met in the first week.
  • After 80 hours of work time have been recorded in the pay period, the remaining hours on the second Saturday are paid at overtime rates.

Scenario 4 (ANLV and SKLV same week, + double shift):

  • Employee normally works an 8 hour day, Monday through Friday, with weekends off
  • During first week:
  • Employee worked 8 hours scheduled overtime Sunday
  • Took 8 hours sick leave on Monday
  • Worked 8 hours Tuesday, Wednesday and Thursday and took annual leave Friday
  • During second week:
  • Employee was on annual leave all week for his regular shift, but came in on voluntary overtime for 2nd shift Friday
  • Worked a voluntary overtime double shift Saturday

Beginning January 8, 2012 Report As:

Hours
Type / S / M / T / W / TH / F / S / Weekly
Totals / S / M / T / W / TH / F / S / Weekly
Totals / Total
Hours
Paid
REG1 / 8 / 8 / 8 / 8 / 32 / 16 / 16 / 48
REG2 / 8 / 8 / 8
SKLV / 8 / 8 / 8
ANLV / 8 / 8 / 8 / 8 / 8 / 8 / 8 / 40 / 48
Totals: / 48 / 64 / 112

Notes:

  • Employees are entitled to overtime compensation for work time in excess of 80 hours in a pay period.
  • Annual and Sick leave do not count as work time toward overtime eligibility
  • Hours worked on first Sunday, and second Friday and Saturday are scheduled as overtime but are reported as REG because the overtime conditions have not been met.

Scenario 5 (ANLV + holiday):

  • Employee normally works an 8 hour day, Monday through Friday, with weekends off
  • During the first week
  • Employee worked a regular schedule Monday through Wednesday
  • Used annual leave for Thursday and Friday
  • During the second week:
  • Employee worked a regular schedule Monday through Friday
  • Monday was a holiday
  • Worked 8 scheduled overtime hours on Saturday

Beginning January 8, 2012 Report As:

Hours
Type / S / M / T / W / TH / F / S / Weekly
Totals / S / M / T / W / TH / F / S / Weekly
Totals / Total
Hours
Paid
REG1 / 8 / 8 / 8 / 24 / 8 / 8 / 8 / 8 / 8 / 8 / 48 / 72
ANLV / 8 / 8 / 16 / 8
HOL1 / 8 / 8 / 8
Totals: / 40 / 56 / 96

Notes:

  • Employees are entitled to overtime compensation for work time in excess of 80 hours in a pay period.
  • Annual leave does not count as work time toward overtime eligibility.
  • For this scenario, premium pay for the first 8 hours worked on a holiday is due and payable only after 80 hours of work time in the pay period are exceeded. Because 80 hours of work time are not exceeded, work on the holiday is NOT recorded as HOT1.
  • Second Saturday hours are scheduled as overtime but are paid at regular rates because the overtime criteria have not been met.

Scenario 6 (Comp time used):

  • Employee normally works an 8 hour day, Monday through Friday, with weekends off
  • During the first week:
  • Employee is scheduled for 8 hours of overtime Sunday
  • Employee works 4 hours Monday and uses 4 hours compensatory time
  • Employee works regular schedule the rest of the week
  • During the second week:
  • Employee is scheduled for 8 hours overtime on Sunday
  • Uses 5 hours compensatory time and 3 hours annual leave Monday
  • Works regular schedule the rest of the week

Beginning January 8, 2012 Report As:

Hours
Type / S / M / T / W / TH / F / S / Weekly
Totals / S / M / T / W / TH / F / S / Weekly
Totals / Total
Hours
Paid
REG1 / 8 / 4 / 8 / 8 / 8 / 8 / 44 / 8 / 8 / 8 / 3 / 27 / 71
CMPU / 4 / 4 / 5 / 5 / 9
ANLV / / 3 / 3 / 3
OVT1 / 5 / 8 / 13 / 13
Totals: / 48 / 35 + 13 OT / 83 + 13 OT

Notes:

  • Employees are entitled to overtime compensation for work time in excess of 80 hours in a pay period.
  • Sunday hours are scheduled as overtime but should be reported as REG1 because the overtime conditions have not been met.
  • Annual and Sick leave do not count as work time toward overtime eligibility.
  • Compensatory time used counts as hours worked for purposes of calculating overtime.
  • After 80 hours of work time have been recorded in the second week, remaining hours on the second Thursday and all hours on Friday are paid at overtime rates.

Scenario 7 (Annual leave buy-back):

  • Employee normally works an 8 hour day, Monday through Friday, with weekends off
  • During the first week:
  • Employee works 8 hours scheduled overtime on Sunday, and regular schedule Monday through Thursday
  • On Friday, the Employee uses 8 hours of annual leave for Union business that will be “bought back” by the Union under provisions of the applicable collective bargaining agreement.
  • During the second week:
  • Employee works regular schedule

Beginning January 8, 2012 Report As:

Hours
Type / S / M / T / W / TH / F / S / Weekly
Totals / S / M / T / W / TH / F / S / Weekly
Totals / Total
Hours
Paid
REG1 / 8 / 8 / 8 / 8 / 8 / 40 / 8 / 8 / 8 / 8 / 8 / 40 / 80
ANLV / 8 / 8 / 8
Totals: / 48 / 40 / 88

Notes:

  • Employees are entitled to overtime compensation for work time in excess of 80 hours in a pay period.
  • Annual leave does not count as work time toward overtime eligibility.
  • Annual leave buy back does count toward overtime eligibility, however at the time of use it is recorded as ANLV and does not count toward hours worked.
  • When the hours are paid for by the union, Office of Financial Management – Payroll and Tax Reporting Division will change the pay code and correct the compensation if the employee is now eligible for overtime. No additional timekeeping entry is required by the employee or timekeeping personnel.

Reporting Overtime – 80/bi-weekly

Civil Service and OSE, January 2012