Text Size Default Text SizeDefault Text Size Large Text SizeLarge Text Size Largest Text SizeLargest Text Size Print Print this Page

Policy 4501

Overtime Pay

I. Purpose

The purpose of this policy is to describe the circumstances under which employees are entitled to overtime and compensatory pay.

II. Definition

  1. Overtime Payment Authorization: Overtime payment is authorized only for exceptional requirements of an emergency or temporary nature. The use of overtime to provide for continuing agency requirements is prohibited.
  2. Compensatory Time Payment: Compensatory time may be paid or earned as leave. Compensatory time occurs when an employee works beyond their scheduled time in a week in which paid leave is taken. For example, John Doe works on his day off and a holiday falls on Monday in the same week.
  3. Work Week: Longwood's work week, effective June 1, 1985, is 12:01 a.m. Saturday morning through 12:00 p.m. midnight of the following Friday.

II. Policy

  1. Overtime:
    1. Overtime is computed as the number of hours worked per work week in excess of forty (40) hours.
    2. All non-instructional employees of the University, with the exception of employees exempt under FLSA, Executive, and Administrative and Professional employees, will accrue overtime credit for all hours worked in excess of forty (40) hours per work week.
    3. Overtime Payments:  
      1. Except for the employees exempted in paragraph III A2 above, all employees who work more than forty (40) hours in any one work week will be paid at time and one-half of their hourly rate for the excess hours or receive overtime leave.
      2. Overtime for campus police officers is paid per guidelines specific to public safety employees.
      3. Payments must be approved by the supervisor or department head and submitted to the Payroll Office on an Overtime Request for Payment form.
      4. Payment for any overtime will be charged against the operating budget of the activity incurring the expense. Payment will be made in conjunction with the next pay cycle after the request for payment is received in the Payroll Office. Overtime leave must be recorded on the employees leave records. 
  2. Compensatory Time:
    1. All essential employees are eligible for compensatory time for hours worked on official State holidays and on inclement weather days when the institution is officially closed. Non-exempt personnel may also earn compensatory time for work performed on their normal rest days. If those duties cause them to actually work in excess of forty (40) hours for the work week, then the overtime provisions take precedence. Compensatory time may not be awarded prior to it having been earned.
    2. Hourly employees do not earn compensatory time. They must be paid for all hours worked, including overtime hours.

Revised and approved by the Board of Visitors, September 7, 2002.
Revised and approved by the Board of Visitors, September 14, 2012.