Wage Administration Policy for Clerical/Service Staff and Operations/Technical Assistants (IV.5.8)

POLICY IV.5.8
Volume IV, Human Resources
Chapter 5, Compensation
Issuing Office: Human Resource Services
Responsible Officer: VP for Business
Services and Assistant Treasurer
Responsible Office: Human Resource Services
Originally Issued August 1, 1984
Most Recently Revised August 28, 2006

  
 Table of Contents

Statement of Policy
Reason for Policy
Who Should Know This Policy
Contacts
Procedures
History

Statement of Policy

This policy outlines the Fair Labor Standards Act requirements for paying nonexempt staff, including overtime payments and payment for all hours worked. Regular, temporary, and student clerical and service employees and operations and technical assistants are covered by this policy.

Reason for Policy

Specific pay practices and procedures are available in the Business Procedures Manual. Changes or clarification of pay practice and procedure will be communicated when appropriate. Purdue University must comply with all provisions of the Fair Labor Standards Act.

Who Should Know This Policy       

Related Documents                                                                                 

Other University memoranda affecting overtime pay policy which remain in effect:

• Business Office Memorandum No. 182, dated 1 December 1989, Employee Meals and/or Lodging Furnished by Purdue University.
• Business Office Memorandum No. 179, dated 7 April 1986, Overtime/Call Back Pay for Non-Exempt Staff Members (Regular and Temporary Clerical/Service Staff and Operations/Technical Assistants).
• Business Office Memorandum No. 178, dated 15 July 1985, Flexible Work Schedules for Biweekly-Paid Staff and Operations/Technical Assistants as Subject to the Fair Labor Standards Act.
• Executive Memorandum No. C-35, dated 12 December 1994, Policy Relating to Adverse Weather and Conditions - West Lafayette Campus.

Contacts     

West Lafayette Campus

Procedures                                                                                          

Pay Policies

Purdue University's pay policies, practices, and procedures will be administered without regard to race, religion, color, national origin, sex, age, handicap, or veteran status.

Nonexempt employees will be paid within the minimum and maximum of the level assigned to the position held.

Overtime

Nonexempt staff will be paid overtime for all hours in paid status in excess of eight hours daily or 40 hours in any single workweek.

• Hours paid for holidays, vacation, sick leave, jury duty, funeral leave, and military duty are included in the normal workweek to determine the eligibility for overtime pay.

• Authorization for overtime is given by department heads or their designated representatives on the determination of need, work load, emergencies, or other demands which require work by employees with specific skills, training, or experience. Overtime work should be scheduled to provide for fair and even distribution of overtime work among staff members whose job classifications are appropriate to the required work.

• Payment for overtime is made at the rate of one-and-one-half times the employee's regular rate of pay. The regular rate of pay includes the value of any perquisite (room, board, and other facilities) furnished by the University and any applicable shift differential but excludes the value of uniforms, protective clothing, etc. which may be furnished.

• The use of compensatory time off for time worked is not allowed. See flextime procedures as outlined in Business Office Memorandum No. 176, dated July 15, 1985.

• No employee may work more than 16 hours (regular and overtime) in a 24-hour period. The maximum overtime an employee may work in any workweek (Monday through Sunday) is 20 hours, allowing at least one full day off work per workweek, except for approved emergency situations.

  • The University police and fire departments are subject to different requirements under the Fair Labor Standards Act. For questions about fire and police wage administration, contact Physical Facilities Human Resources at 49-41421.

• University holiday - When work is required of a regular employee on a University holiday, the actual number of hours worked are paid at the overtime rate and the normally scheduled hours for the holiday are reported for regular holiday pay.

• Accurate time and attendance records are to be maintained in each department with daily and weekly total hours of regular time and overtime identified.

Hours Worked

• Department heads have the authority and responsibility to establish and change work schedules. Changes in work schedules should be arranged and discussed with employees in advance, except in cases of emergency.

• The normal workweek (starting and ending day and time) cannot be changed to avoid the payment of overtime.

• Clerical/service staff and operations/technical assistants must receive pay for all time spent in physical or mental exertion controlled or required by their supervisor and pursued necessarily and primarily for the benefit of the department and/or the University. Work not authorized by the supervisor must also be counted as work time. However, nonexempt employees who work without authorization are subject to disciplinary action, up to and including termination.

• Records of time worked should be maintained to the nearest one-tenth hour.

History

Supersedes: Business Office Memorandum No. 175, dated July 23, 1984