September 2011 Overtime Policy and Timekeeping Impacts

Overtime Policy Overtime SPG Non-exempt (regular or temporary) staff members will be paid overtime compensation at a time and one-half rate, including shift premium if applicable, for time worked in excess of 40 hours in a calendar week. – "Calendar Week" means 7 consecutive calendar days beginning on Sunday morning at 12:00am.

Overtime Policy Exception time is not considered time worked and will not contribute toward the 40-hour threshold required for overtime pay at time- and-one-half the regular hourly rate. SCL, SCK, SKF – Sick Illness/injury, Preventative, Family Care SEA, SEW – Season Day Absent, Season Day Worked HOL – Holiday VAC – Vacation JRD – Jury Duty FRL – Funeral Time ESF, ESH – Extended Sick Full Pay, Extended Sick Half Pay

Holidays Holiday Time SPG (Note: This is not a change!) An employee required to work on a Holiday shall receive compensation for the Holiday and will also be granted additional compensation/time off for time worked. Non-exempt staff: one and one-half times their hourly rate for all hours worked (OTP) Holiday OTP time contributes toward the 40-hour threshold

Work Schedules Schedules should be rearranged within the calendar week to reduce or eliminate overtime Scheduled vacation time should be flexed to avoid payment over 40 hours in a week Preventative sick time (SCK) can be flexed if approved in advance All other sick time, funeral time, and jury duty are not flexed Supervisors are expected to monitor the use of overtime hours for non-exempt staff members.

Recording Time 1.Report hours worked and any exception time for the workweek (Sun-Sat) 2.Determine the total hours that count as “time worked (regular time)” 3.Finalize time sheet for the workweek It is important that your timesheet reflects the appropriate time reporting codes to ensure proper payment The use of the OTR code is required in some cases –Any time that exceeds your regular appointment must be coded as OTR or OTP

Recording Time OTR = Straight time OTP = One and one half times the regular rate of pay Codes used when Holiday falls on regular day off and schedule cannot be flexed HOV* = Extra Vacation time added HOM* = Extra Money added *Time does not count towards the base hours total and are not eligible for shift premium pay

Examples WORK WEEK SUNMONTUESWEDTHURFRISATTOTAL Schedule Actual Schedule 4 HOL4 VAC Report As 4 HOL 4 VAC 7.5 REG 4.5 REG 0.5 OTR 7.5 OTR4 HOL 4 VAC 12 REG 8 OTR OR Report As* 4 HOL(4 hrs off - do not report) 7.5 REG 5.0 REG3.5 REG 4 OTR 4 HOL 16 REG 4 OTR 20-hour appointment and normal schedule is Monday - Friday: 4hrs/day. Holiday on Monday and requested vacation day on Tuesday and worked 20 hours.

Examples WORK WEEK SUNMONTUESWEDTHURFRISATTOTAL Schedule Actual Schedule 8.5 REG 8 REG 0.5 SCK 8 REG 0.5 SCK 8 SCL8 HOL Report As 8.5 REG 8 REG 0.5 SCK 6.5 REG 0.5 SCK 1.5 OTR 8 SCL8 HOL 23 REG 1.5 OTR 8 SCL 1.0 SCK OR Report As* 8.5 REG 8 REG (0.5 SCK hrs off do not report) 7.5 REG 0.5 OTR (0.5 SCK hrs off do not report) 8 SCL8 HOL 24 REG 8 SCL 0.5 OTR 40-hour appointment and normal schedule is Monday - Friday: 8hrs/day. Holiday on Friday, sick appointment and sick time also recorded and extra time worked.

Examples WORK WEEK SUNMONTUESWEDTHURFRISATTOTAL Schedule Actual Schedule Report As 10 REG 8 REG6 REG 2 OTR 24 REG 2 OTR 24-hour appointment and normal schedule is Monday/Wednesday/Friday: 8hrs/day. Worked 10 hours on Monday.

Examples WORK WEEK SUNMONTUESWEDTHURFRISATTOTAL Schedule Actual Schedule 888 JRD10 44 Report As 8 REG 8 JRD10 REG 6 REG 4 OTR 32 REG 8 JRD 4 OTR 40-hour appointment and normal schedule is Monday – Friday: 8hrs/day, with Jury Duty time reported

Examples WORK WEEK SUNMONTUESWEDTHURFRISATTOTAL Schedule Actual8 VAC Report As 8 REG 40 REG OR Reports As 8 VAC8 REG 8 OTR32 REG 8 VAC 8 OTR 40-hour appointment and normal schedule is Monday – Friday: 8hrs/day, with vacation day planned for Monday and required to work on Saturday

Examples WORK WEEK SUNMONTUESWEDTHURFRISATTOTAL Schedule Actual Schedule Report As 8 REG 2 OTP 40 REG 2 OTP 40-hour appointment and normal schedule is Monday - Friday: 8hrs/day, worked extra hours on Friday

Examples WORK WEEK SUNMONTUESWEDTHURFRISATTOTAL Schedule Actual Schedule 88 SCL Report As 8 REG8 SCL8 REG 8 OTR32 REG 8 SCL 8 OTR 40-hour appointment and normal schedule is Monday – Friday: 8hrs/day, unplanned sick day on Tuesday and required to work on Saturday

Examples WORK WEEK SUNMONTUESWEDTHURFRISATTOTAL Schedule Actual Schedule 1288 SCL81248 Report As 12 REG 8 REG8 SCL8 REG4 REG 8 OTR 32 REG 8 SCL 8 OTR 40-hour appointment and normal schedule is Sunday/Saturday:12.0 hrs/day; Thursday/Friday: 8.0 hrs/day. Unexpected sick day on Thursday, required to work on Tuesday.

Examples WORK WEEK SUNMONTUESWEDTHURFRISATTOTAL Schedule Actual Schedule HOL Report As 12 REG 6.4 HOL 7.2 REG 19.2 REG 12.8 HOL 32-hour appointment and normal schedule is Sunday/Saturday:12 hrs/day; Wednesday: 8 hrs/day. Flexed schedule week of 11/22 when Thanksgiving Holiday falls on regular days off.

Examples WORK WEEK SUNMONTUESWEDTHURFRISATTOTAL Schedule Actual Schedule HOL Report As 12 REG 8 REG6.4 HOV 12 REG 32 REG 12.8 HOV 32-hour appointment and normal schedule is Sunday/Saturday:12.0 hrs/day; Wednesday: 8.0 hrs/day. Unable to flex schedule week of 11/22 when Thanksgiving Holiday falls on regular days off.

Examples WORK WEEK SUNMONTUESWEDTHURFRISATTOTAL Schedule Actual Schedule 8888 HOL 40 Report As 8 REG 8 HOL 24 REG 16 HOL 40-hour appointment and normal schedule is Monday - Thursday:10 hrs/day. Flexed schedule week of 11/22 when Thanksgiving Holiday falls on regular day off.

Examples WORK WEEK SUNMONTUESWEDTHURFRISATTOTAL Schedule Actual Schedule HOL 8 REG 48 Report As 8 REG 8 HOL 8 OTP 32 REG 8 HOL 8 OTP 40- hour appointment and normal schedule is Monday - Friday:8 hrs/day. Week of Christmas holiday. Worked normal schedule Monday-Thursday and required to work Christmas Day Holiday

Examples WORK WEEK SUNMONTUESWEDTHURFRISATTOTAL Schedule Actual Schedule 12 SEW 8 SEW6.4 HOV 5.6 SEA32 Report As 12 SEW 8 SEW6.4 HOV 5.6 SEA 6.4 VAC 20 SEW 6.4 HOV 5.6 SEA 6.4 VAC OR Report As 12 SEW 8 SEW6.4 HOL 5.6 SEA20 SEW 6.4 HOL 5.6 SEA 32-hour appointment and normal schedule is Sunday/Saturday,12 hrs/day; Wednesday:8 hrs/day. Worked Sun, 12/27/2009 & Wed, 12/30/2009, off Sat,1/2/2010 during Season Days and when New Years Day Holiday falls on regular day off.

Examples WORK WEEK SUNMONTUESWEDTHURFRISATTOTAL Schedule Actual Schedule HOL 8 REG 48 Report As 8 REG 8 ESA 8 REG 8 ESA 8 REG 8 ESA 8 REG 8 ESA 8 HOL 8 ESA 8 OTP 8 ESB 32 REG 40 ESA 8 HOL 8 OTP 8 ESB 40- hour appointment and normal schedule is Monday - Friday:8 hrs/day, Afternoon shift. Week of Christmas holiday. Worked normal schedule Monday-Thursday and required to work Christmas Day Holiday

Examples WORK WEEK SUNMONTUESWEDTHURFRISATTOTAL Schedule Actual Schedule 7 1 SCK 8888 HOL1252 Report As 7 REG 1 SCK 8 NSA 8 REG 8 NSA 8 REG 8 NSA 8 REG 8 NSA 8 HOL 8 NSA 9 OTR 3 OTP 9 NSA 3 NSB 31 REG 1 SCK 8 HOL 49 NSA 9 OTR 3 OTP 3 NSB 40- hour appointment and normal schedule is Monday - Friday: 8 hrs/day, Midnight shift. Week of Christmas holiday. Scheduled doctors appointment Mon. 12/21; worked normal schedule Tues-Thurs, off on the Fri. 12/25 holiday and required to work 12 hours Midnight shift Sat. 12/26/09

Examples WORK WEEK SUNMONTUESWEDTHURFRISATTOTAL Schedule Actual Schedule 12 SEW 8 SEW6.4 HOV 5.6 SEA32 Report As 12 SEW 12 NSA 8 SEW 8 NSA 6.4 HOV 5.6 SEA 6.4 VAC 12 NSA 20 SEW 6.4 HOV 6.4 VAC 5.6 SEA 32 NSA OR Report As 12 SEW 12 NSA 8 SEW 8 NSA 6.4 HOL 6.4 NSA 5.6 SEA 5.6 NSA 20 SEW 6.4 HOL 5.6 SEA 32 SEA 32-hour appointment and normal schedule is Sunday/Saturday,12 hrs/day; Wednesday:8 hrs/day. Worked Sun, 12/27/2009 & Wed, 12/30/2009, off Sat,1/2/2010 during Season Days and when New Years Day Holiday falls on regular day off.