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To: Deans, Directors, Heads of Schools, Divisions, Departments, and Offices, and Regional Campus Chancellors

Re: BUSINESS OFFICE MEMORANDUM NO. 175

Supersedes:

1. Business Manager and Assistant Treasurer Memorandum No. 119, dated 18 November 1966.
2. Clarification of Memorandum No. 119, dated 19 December 1966.
3. Unnumbered Memorandum, dated 20 January 1967.
4. Addendum to Memorandum No. 119, dated 10 March 1970.
5. Business Manager and Assistant Treasurer Memorandum No. 122, dated 10 January 1967.

Wage Administration Policies for Clerical/Service Staff and Operations/Technical Assistants

EFFECTIVE DATE: August 1, 1984

BACKGROUND

The purpose of this memorandum is to consolidate and update University wage administration policies. Policies have been restated from earlier memoranda and reflect those policies that have been in effect since 1966. 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.

References to the Fair Labor Standards Act of 1938 have been deleted. However, Purdue University still must comply with sections of the Fair Labor Standards Act as it affects "equal pay for equal work" and child labor regulations.

Throughout this memorandum clerical/service staff are defined as regular, temporary and student employees.

POLICIES

1. PAY POLICIES

   1. 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.

   2. Clerical/service employees will be paid within the minimum and maximum of the level assigned to the position held.

2. OVERTIME

   1. Clerical/service staff will be paid overtime for all hours worked in excess of eight (8) hours daily or forty (40) hours in any one-work week.

   2. Operations/technical assistants will be paid overtime for all hours worked in excess of forty (40) hours in any one-work week.

   3. Regularly scheduled hours paid for holidays, vacation, sick leave, jury duty, funeral leave, and military duty are included in the normal work week to determine the eligibility for overtime pay, and are included in the meaning of time worked.

   4. 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.

   5. 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.

   6. The use of compensatory time off for time worked is not allowed. See, however, flextime procedures as outlined in Business Office Memorandum No. 176, dated 5 January 1984, and clerical and service staff employment period of less than 12 months in Business Manager and Assistant Treasurer Memorandum No. 154, dated 13 July 1973.

   7. The maximum amount of overtime that may be scheduled for any employee in any 24-hour period is eight hours. The maximum overtime which may be scheduled for any employee in any workweek (Monday through Sunday) is 20 hours, allowing at least one full day off work per work week, except if an emergency situation requires more overtime. (The University Fire Department and fire fighters are covered by other policies and practices due to being scheduled for 24-hour shifts.)

   8. 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.

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

   10. Other University memoranda affecting overtime pay policy which remain in effect.

       1. Business Manager and Assistant Treasurer Memorandum No. 158, dated 26 July 1974, Employee Meals and/or Lodging Furnished by Purdue University at the West Lafayette Campus and Farms.

       2. Business Office Memorandum No. 168, dated 10 November 1980, Overtime/Call Back Pay for Non-Exempt Staff Members.

       3. Business Office Memorandum No. 176, dated 5 January 1984, Flexible Work Schedules.

       4. Vice President and Treasurer Memorandum No. A-7, dated 12 December 1974, Policy Relating to Adverse Weather and Conditions.

3. HOURS WORKED:

   1. 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.

   2. 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 requested, but permitted or condoned by the supervisor must be counted as work time.

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

QUESTIONS RELATING TO OVERTIME AND HOURS WORKED

Questions concerning this policy should be directed to the Department of Personnel Services (494-7407), for the West Lafayette campus and your local Personnel/Payroll Manager or Chief Business Officer for the Regional Campuses.