IS - 2046 Overtime and Other Paid Time	Human Resources Release Date: 3/15/01 Revision 1: 5/10/01 Revision 2: 6/2/05
Procedure

1. Overtime

Supervisor

1.1 Authorize overtime in accordance with guidelines and procedures in his/her department.

1.2 Notify employee of overtime.

Departmental Payroll Representative

1.3 Complete Timesheet/Leave Register prior to obtaining employee’s signature on the document.  

Employee

1.4 Review Timesheet/Leave Register for accuracy, sign and return it to the Departmental Payroll Representative.

1.4.1 If the time reported is not accurate, bring this to Departmental Payroll Representative’s attention for correction.

1.4.2 If necessary, Departmental Payroll Representative will clarify discrepancies with Supervisor.

Supervisor

1.5 Sign on the Timesheet/Leave Register as the supervisor, verifying hours worked for the employee.  If the employee is absent, sign as supervisor indicating the employee is absent.

Departmental Payroll Representative

1.6 Forward Timesheet/Leave Register to Payroll.

Payroll

1.7 Process Timesheet/Leave Register.

2. Paid Time 

Departmental Payroll Representative

2.1 Complete Timesheet/Leave Register prior to obtaining employee’s signature on the document.

2.1.1 Record Shift Differential hours using the appropriate code on the time sheet/leave register.

Employee

2.2 Review Timesheet/Leave Register for accuracy, sign and return it to the Departmental Payroll Representative.

2.2.1 If the time reported is not accurate, bring this to Departmental Payroll Representative’s attention for correction.

2.2.2 If necessary, Departmental Payroll Representative will clarify discrepancies with Supervisor.

Supervisor

2.3 Sign (if the employee is absent) the employee’s name on the Timesheet/Leave Register then initial the signature.

Departmental Payroll Representative

2.4 Forward Timesheet/Leave Register to Payroll.

Payroll

2.5 Process Timesheet/Leave Register.

3. Calculating Overtime for an Employee Holding Multiple Positions

Payroll

3.1 Multiply the number of hours worked in each position by that position's appropriate hourly rate.

3.2 Add the products (results of multiplication) together.

3.3 Divide this total by the total number of hours worked.  The result is a weighted average hourly rate. 

3.4 Multiply this rate by 1.5 to arrive at the weighted average overtime rate.  Any hours worked above 40 in one week are paid at this weighted average overtime rate.

Forms:	Timesheet/Leave Register
Support Materials:	IS-1802, Timesheet/Leave Register  IS-2022, Holiday Pay
Reference Materials:	Fair Labor Standards Act Employee Handbook 5.02, Staff Employee Handbook 7.04, Modified Schedule Employee Handbook 7.05, Election Days Collective Bargaining Agreements