Responsible Office Human Resources - Policy Statement - Scheduling of Work, Overtime, and Exempt/Nonexempt Pay

Sep 25, 2026

Responsible Office Human Resources policy establishes scheduling responsibilities to meet operational needs of the college and ensure effective customer service. It defines flexible work arrangements and sets compliance requirements under the Fair Labor Standards Act (FLSA). The policy details how exempt and nonexempt staff are scheduled, when overtime compensation or compensatory time is required, and how pay reductions for exempt employees are handled. It also specifies approval processes for overtime and protections against retaliation for reported violations.

LanguageEnglish

CategoryGeneral

FormatPDF

Pages6

Reading Time2 min

AccessFree to download

Policy Statement

Purpose of the Policy

Definitions

Policy Details

I. Scheduling Work

II. Exempt Staff Pay

III. Overtime Compensation and Compensatory Time

IV. Work Schedule Options

Responsible Office Human Resources | POLICY STATEMENT | | --- | | Scheduling of work must be arranged to support operational needs of the college and to effectively deliver customer service. Scheduling of work and overtime are the responsibility of department management. Employees will be compensated for their work in accordance with the Fair Labor Standards Act (FLSA) .
The college supports the use of flexible work arrangements as one approach to supporting staff and their work/life effectiveness, to improving staff morale, and to recruiting and retaining a high-quality workforce.
Purpose of the Policy | | To comply with the Fair Labor Standards Act.
Definitions | | Term | Definition | | --- | --- | | Active Pay Status | Conditions under which an employee is eligible to receive pay and includes but is not limited to vacation leave, sick leave, overtime, compensatory time off and holidays. | | Compensatory time | 1. Paid time off earned by nonexempt staff in lieu of receiving overtime compensation for hours worked over 40 hours during a given work week; and
2. Paid time/time off used by nonexempt staff in lieu of working or using other forms of paid time off outlined in the Paid Leave policy, 2.6.40. | | Differential pay | Compensation offered as an incentive to nonexempt staff appointed as Security Officers who work typically less conventional hours, such as evenings and nights; a supplement to, and not a part of, eligible staff’s base hourly rate of pay. | | Exempt staff | Staff ineligible from overtime pay and compensatory time as defined in accordance with the FLSA. | | Flexible work schedule | Work schedules that fall outside of a department’s usual work schedule and that last longer than 20 workdays. Schedule developed using one or more scheduling dimensions (i.e. , number of hours worked, when hours are worked, and where work is performed) . | | Nonexempt staff | Staff, including student employees, eligible for overtime compensation or compensatory time as defined in accordance with the FLSA. | | Overtime compensation | Additional pay provided to nonexempt staff who are required by department managers to be in an active pay status for more than 40 hours in a workweek. | | Regular rate of pay | The college adheres to the definition of regular rate of pay under the FLSA. Regular rate of pay includes the base rate, differential pay , and non-discretionary bonuses earned during the workweek. | | Safe Harbor Rule | The college does not permit improper deductions to exempt employees’ pay. The college makes a goodfaith effort to comply with provisions of the FLSA by having a clearly communicated policy that prohibits improper deductions; having a complaint mechanism; reimbursing employees for improper deductions; and making a good-faith commitment to comply in the future. | Policy Details I. Scheduling Work A. The Office of Human Resources designates job classifications as exempt or nonexempt. B. Nonexempt staff schedules 1. Departments may develop flexible schedules for nonexempt staff within the standard 40-hour workweek. 2. Any work performed by nonexempt staff which exceeds 40 hours must be compensated with overtime compensation or compensatory time. C. Exempt staff schedules 1. Full-time exempt staff are expected to work no less than 40 hours per week unless: a. The supervisor has approved paid time off, or b. The supervisor has approved unpaid leave, or c. The supervisor and the exempt staff employee have mutually agreed upon an alternative work arrangement, or d. The employee is using Family Medical Leave or Military Leave. 2. Time worked by full-time exempt staff in excess of 40 hours per week is ineligible for overtime compensation or compensatory time. II. Exempt Staff Pay A. Exempt staff are paid on a salary basis. B. Reduction of exempt employees’ pay 1. Deductions to salary can be made in accordance with college policies (i.e., Paid Leave policy, Unpaid Leave poli

FAQs

Who is responsible for scheduling work and overtime?

Scheduling of work and overtime is the responsibility of department management, supported by HR policy direction. Employees are expected to follow approval processes required by the policy.

When is overtime compensation or compensatory time required?

Over 40 hours of work in a workweek for nonexempt staff in an active pay status must be compensated with overtime pay or compensatory time off. Nonexempt staff must receive supervisor approval before working overtime.

What rules apply to exempt staff regarding pay and overtime eligibility?

Exempt staff are paid on a salary basis and time worked beyond 40 hours per week is not eligible for overtime compensation or compensatory time. The policy also governs when deductions to salary may occur and requires review and correction for improper deductions, with protections against retaliation.

Sep 25, 2026

Uploaded by Aria Callaghan