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2011 Overtime and Callback Pay FAQs

OVERTIME

  1. Who qualifies for overtime pay?
  2. What time qualifies for overtime pay?
  3. How do you record overtime pay on a timecard?
  4. How do you record overtime on a timecard, when the employee also has scheduled paid time off, such as vacation?
  5. How do you record overtime on a timecard, when the employee has unscheduled paid time off, such as sick leave?
  6. Can the employee use flextime?

CALLBACK PAY

  1. Who qualifies for callback pay?
  2. When does an employee qualify for callback pay?
  3. How is callback pay recorded on a timecard?
  4. Is the two-hour callback pay included in calculating total hours for overtime eligibility?

OVERTIME

  1. Who qualifies for overtime pay?
    • Nonexempt, bi-weekly employees

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  1. What time qualifies for overtime pay?
    • All hours in paid status in excess of 40 hours in any single workweek qualify for overtime pay

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  1. How do you record overtime pay on a timecard?
    • Overtime hours are recorded on the day of the week when you exceed 40 hours in paid status ( example 1) or
    • on the last day physically at work when paid leave is used at the end of the workweek ( example 2).

Example 1:

In the example below, 40 hours in paid status occurs at the completion of the sixth hour worked on Friday. Therefore, the last two hours are recorded in the overtime row on Friday.

otexample1a otexample1b

Back to questions

  1. How do you record overtime on a timecard, when the employee also has scheduled paid time off,
    such as vacation?
    • Overtime hours are recorded on the last day you were physically at work

Example 2:

The employee has 8 hours of vacation planned on Friday. On Thursday, he exceeds 40 hours in paid status because he has included his 8 hours of vacation for Friday. He records 4 hours of overtime on Thursday, which is the last day he was physically at work.

otexample2

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  1. How do you record overtime on a timecard, when the employee has unscheduled paid time off, such as sick leave?
    • Overtime hours are recorded on the last day you were physically at work

Example 3:

The employee worked 8 hours Monday, 8 hours Tuesday. He was called in Tuesday night (after the regular scheduled shift) and worked 2 hours. He worked 11 hours Wednesday and 8 hours Thursday. On Friday, he was unexpectedly out due to illness. When he returns to work on the following Monday, he records 8 hours of sick leave on Friday, crosses out the 8 hours on Thursday and records 3 hours of regular attendance and 5 hours of overtime. Both the supervisor and employee must initial the time crossed out on the timecard.

otexample3a otexample3c

otexample3b

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  1. Can the employee use flextime?
    • Yes, but this must be initiated by the employee.
    • The supervisor cannot require an employee to flex his/her time in order to avoid the payment of overtime.
    • Flexing must be approved by the supervisor and documented on/with the timecard.

Example 4:

Since the employee worked an additional two hours on Tuesday, he asked his supervisor if he could flex those two hours on Friday by leaving two hours early. The supervisor approved. The employee documents flextime on the time card and the supervisor and employee initial the flextime. No overtime is due.

otexample4a

Employee and supervisor need to initial next to flextime (See Friday with 6 hours)

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CALLBACK PAY

  1. Who qualifies for callback pay?
    • Nonexempt, bi-weekly, benefits-eligible employees

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  1. When does an employee qualify for callback pay?
    • Employees receive callback pay when, after leaving a scheduled work shift, the employee is required to return to
      the workplace outside of the employee's normal work schedule
    • Callback pay is not provided when extra work is scheduled in advance or when employees are asked to stay past
      the end of their regular work shift or to report to work early ( unless the employee was unexpectedly called back
      into work after he had left his previous shift and it causes an extension of the workday)

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  1. How is callback pay recorded on a timecard?
    • Callback pay is a payment equivalent to two hours of pay at the employee's straight rate. On a timecard,
      use attendance/absence code CB and record the two-hour callback pay on the date callback occurs.

Example 5:

otexample5a

otexample5b

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  1. Is the two-hour callback pay included in calculating total hours for overtime eligibility?
    • No. The two-hour callback pay is not included when calculating total hours.
      However, the time worked during callback is included in calculating total hours.

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