UC Santa Barbara Policy 5140
Policies
Issuing Unit: Personnel Office Date: September 1, 1978
APPROVAL AND PAYMENT OF OVERTIME
I. PURPOSE AND SCOPE:
This procedure establishes the necessary authority and guidelines
for approval and payment of overtime.
II. REFERENCES:
A. University of California Business and Finance Bulletin G-32,
Reimbursement for Overtime Meals.
III. PROCEDURE:
A. Approval Authority for Overtime:
1. Department Heads:
Department heads are delegated the authority to approve
overtime as follows:
a. Premium or compensatory overtime required by
emergency situations when such work was unplanned and
unforeseen and must be performed to maintain or
continue necessary services. Overtime worked under
emergency conditions shall be reported after the fact
to the appropriate dean/provost of the college or
school where applicable or to the vice chancellor
responsible for the area in which the overtime was
worked. This emergency overtime should be reported on
an Overtime Approval form (Attachment A, available in
the Personnel Office); a copy of the approved form
should be submitted to the Accounting Office by the
department with the Special Payroll form (see
paragraph III .B.3 below).
b. Call-back, when the employee is ordered back to work
without prior notice or when prior notice is given
but the work begins at least three hours after
completion of the regular work schedule. An employee
called back to work receives credit for a minimum of
two hours of work time, whether or not actually
worked.
2. Vice Chancellors, Deans, Provost:
Vice chancellors, deans/provost where applicable or their
designees are delegated the authority to approve overtime
as follows:
a. Non-recurring premium or compensatory overtime which
is planned foreseen, and is not of an emergency
nature. Such approval must be secured prior to the
overtime being worked, using the Overtime Approval
form (Attachment A); a copy of the approved form
should be submitted to the Accounting Office by the
department with the Special Payroll form (see
paragraph B.3 below).
b. Compensatory overtime in excess of eight hours per
month for each employee to be taken off at a later
date.
c. Payment of compensatory overtime at straight time,
when it is impossible to take time off at a later
date.
3. Chancellor:
Authority to approve overtime as follows is retained by
the Chancellor or his designated representative(s):
a. Planned overtime (premium or compensatory) which is
required on a regular and continuous basis for a
period of approximately six months or longer and
which is the only practical solution to work
requirements. This is known as Extended Workweek.
b. Premium or compensatory overtime requiring prior
approval of the department head, dean/provost, or
vice chancellor, when approval is requested after the
overtime has been worked.
c. Claims for payment of overtime when such overtime is
not reflected on individual Employee Daily Attendance
Records and when appropriate prior approvals were not
obtained.
d. Exceptions to permit compensatory time accrued to be
taken off six months or more after it was accrued.
4. Vice President, Academic and Staff Personnel:
The Vice President, Academic and Staff Personnel, has
authority to approve the following exceptions:
a. Travel time outside of normal work hours of an
employee is not considered to be hours worked,
however, where circumstances warrant, exceptions may
be authorized in advance by the Vice President,
Academic and Staff Personnel.
b. On-call is time during which an employee is not
required to be at his/her work location, but is
required to restrict his/her whereabouts and
activities to be available for return to work.
On-call arrangements and rate of on-call compensation
shall be approved in advance by the Vice President -
Academic and Staff Personnel.
B. Approval and Payment for Overtime:
Overtime (either premium or compensatory) may be paid as
follows:
1. The department should submit overtime request on the
Overtime Approval form (Attachment A) to the appropriate
authority, in accordance with paragraph III.A. above, or
as formally redelegated.
2. The approval authority will review the request, and
notifies approval or disapproval.
3. If approved, the department will submit a Special Payroll
form with the approved Overtime Approval form to the
Accounting Office following the overtime worked.
4. When an employee is required to work more than two hours
past his normal quitting time or to work more than 4 hours
on a normal day off, and the department head deems it
impractical for an employee to return to his/her residence
for regular meal time, the employee may be reimbursed for
actual meal expenses up to a maximum of $5.00. Payments
for the actual overtime meal expenses are to be made on a
Request for Issuance of Check Form 5), indicating the
reason for the payment as reimbursement for overtime meal
expenses.
IV. ATTACHMENT:
A. Overtime Approval Form (available in the Personnel Office).
For questions or comments regarding the format of the above information, please contact webcontact@ucsbuxa.ucsb.edu.
Last Modified By: HMW, 5/21/97
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