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Human Resources

Wage Administration Policies for Clerical/Service Staff and Operations/Technical Assistants (VI.C.2)

Volume VI: Human Resources
Chapter C: Compensation
Responsible Executive: Vice President for Human Resources
Responsible Office: Office of the Vice President for Human Resources
Date Issued: August 1, 1984
Date Last Revised: November 18, 2011

TABLE OF CONTENTS

Statement of Policy
Reason for This Policy
Individuals and Entities Affected by This Policy
Who Should Know This Policy
Exclusions
Website Address for This Policy
Contacts
Definitions
Responsibilities
Procedures
Related Documents, Forms and Tools
History and Updates
Appendix

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.

INDIVIDUALS AND ENTITIES AFFECTED BY THIS POLICY

Nonexempt employees
Supervisors of nonexempt employees

WHO SHOULD KNOW THIS POLICY

President
Vice Presidents
Chancellors
Vice Chancellors
Vice Provosts
Deans
Directors
Department Heads/Chairs
Business Office Staff
Administrative and Professional Staff
Clerical and Service Staff

EXCLUSIONS

Regional campus Chancellors and the Vice President for Human Resources have the authority to establish callback pay exceptions for their respective campuses.Each officer is responsible for documenting and managing exceptions to the callback pay policy for his or her respective campus.

WEBSITE ADDRESS FOR THIS POLICY

www.purdue.edu/policies/human-resources/vic2.html

CONTACTS

Subject Contact Telephone E-mail/Web Address
Policy Clarification Office of the Vice President for Human Resources — Employment and Compensation 765-494-0097
Campus Specific Questions Calumet: Human Resources Department 219-989-2254

webs.calumet.purdue.edu/hr/employment/

Fort Wayne: Human Resources Department 260-481-6677 www.hr.ipfw.edu/
North Central: Human Resources Department 219-785-5300 www.pnc.edu/hr/index.htm
West Lafayette:
Employment and Compensation 765-494-0097 www.purdue.edu/hr/Compensation/Welcome.html
Housing and Food Services Human Resources Team 765-494-9418 www.housing.purdue.edu/HTML/
Human_Resources/
ITaP Human Resources Team 765-496-2266 ithr@purdue.edu
Physical Facilities Human Resources Team 765-494-1421 www.purdue.edu/physicalfacilitieshr/

DEFINITIONS

Purdue, University, and Purdue University Any campus, unit, program, association, or entity of Purdue University, including but not limited to Indiana University-Purdue University Fort Wayne, Purdue University Calumet, Purdue University North Central, Purdue University West Lafayette, Purdue Cooperative Extension Service, and College of Technology Statewide.

Workweek
Monday through Sunday.

RESPONSIBILITIES

Department Heads
Establish and change work schedules based on business needs.

Authorize overtime as appropriate for business needs or assign a designee for such. 

Employee
Accurately document hours worked.

PROCEDURES

Pay Policies
Purdue University's pay policies, practices and procedures will be administered in accordance with the Reaffirmation of University Policy on Equal Employment Opportunity and Affirmative Action (Executive Memorandum No. D-1), as updated or amended from time to time.

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 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 that 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. that 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 is 20 hours, allowing at least one full day off work per Workweek, except for approved emergency situations.
    • University police and fire departments are subject to different requirements under the Fair Labor Standards Act.
  • University holidays: 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.

Callback Pay
Nonexempt, benefits-eligible employees will 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 extend their regular work shifts (either to stay past the end of the shift or to report to work early).

Employees compensated for callback pay must receive a premium equivalent to two hours of regular pay and be compensated for all hours worked.All time worked in callback status is included to determine overtime eligibility.The callback premium payment is not included when calculating overtime eligibility.

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.

RELATED DOCUMENTS, FORMS AND TOOLS

Business Procedures Manual

U. S. Department of Labor Fair Labor Standards Act information:
www.dol.gov/compliance/laws/comp-flsa.htm

Other University memoranda affecting overtime pay that remain in effect:

HISTORY AND UPDATES

November 18, 2011: Policy number changed to VI.C.2 (formerly IV.5.8) and website address updated. Links in Related Documents section also updated.

January 3, 2011: Changes were made to the Procedures section and the policy was reformatted into the current template. This policy supersedes Overtime/Callback Pay for Non-Exempt Staff Members (Regular and Temporary Clerical/Service Staff and Operations/Technical Assistants) (Business Office Memorandum No. 179), dated April 7, 1986. This policy also supersedes the requirement to request exceptions for overtime pay over eight hours per day when creating flexible work schedules as stated in Flexible Work Schedules for Biweekly-Paid Staff and Operations/Technical Assistants as Subject to the Fair Labor Standards Act (Business Office Memorandum No. 178), dated July 15, 1985.

August 28, 2006: This policy supersedes Wage Administration Policies for Clerical/Service Staff and Operations/Technical Assistants (Business Office Memorandum No. 175), dated July 23, 1984.

APPENDIX

There are no appendices to this policy.