Guidance Letter P-010

CLEVELAND STATE COMMUNITY COLLEGE Cleveland, Tennessee

SUBJECT:  Compensatory Time and Overtime

  1. Purpose – To provide guidance as to compensatory time and overtime.
  2. Scope –     Employees included in the Cleveland State Community College Classification-Compensation Plan are entitled to be compensated for all hours worked in excess of 37.5 hours during any work week (seven-day period) either by granting compensatory time off or paying overtime pay.  (It is recognized that due to the nature of some work certain jobs do not lend themselves to a 37.5-hour workweek schedule.  In these instances, as determined by the President or school director, exemptions to the above paragraph are permissible.)
  3. Authorization
    1. Supervisors have the option of altering the daily work schedules of employees in order to meet peak loads without incurring an obligation for compensatory time or overtime.
    2. In any case where an employee is asked or permitted to work more than 37.5 hours in any work week, compensatory time or overtime pay must be provided.  Compensatory time may be approved by the executive administrators.  Overtime pay will be kept to an absolute minimum, and overtime requiring overtime pay may not be worked except when approved in advance by the President.
    3. The decision as to whether compensatory time or monetary compensation will be given will be made by the college.  This should be done prior to the performance of the overtime by the employee.
    4. Supervisors shall not permit the accrual of more than 50 hours of unused compensatory time by any employee.
  4. Compensation
    1. The college may elect to provide compensatory time for overtime in lieu of monetary compensation.  Compensatory time, when approved, will be granted at straight time for hours worked between 37.5 and 40.  For each hour worked in excess of 40 per week, 1.5 hours of compensatory time must be given.
    2. Compensatory time shall be used by the end of the month following the month in which the time was earned, unless designated by supervisor.  Employees may request to use their compensatory time during this period at any time that does not conflict with the delivery of services as determined by the supervisor.  If an employee has compensatory time, it must be taken before annual leave.
    3. Cash payment for accrued compensatory time is to be calculated using the wage rate that the employee is earning at the time of payment provided; however, that upon termination an employee is to be paid for accrued compensatory time at the:
      1. Employee’s final wage rate, or
      2. Average regular wage rate received by the employee during his/her last three years of employment, whichever is higher.
    4. When compensatory time is not a feasible alternative, overtime will be paid.  Overtime at straight time will be paid for hours worked between 37.5 and 40; overtime rate at 1.5 times straight rate will be paid for hours worked in excess of 40 per week.
  5. Supervisor’s Responsibility
    1. All supervisors must ensure that overtime payments and compensatory time are kept to an absolute minimum.
    2. Supervisors are responsible for ensuring that all transactions involving compensatory time or overtime are requested, documented and recorded in the business office utilizing approved college forms.

Source:  TBR General Counsel Memorandum dated 1/30/86 and TBR Guideline P-020

Revised:  January 1, 1993; March 8, 1999; April 23, 1999