Overtime Procedure - Supervisors, Non-Management Non-Union Staff

Purpose statement

This procedure outlines the terms and conditions for overtime hours worked.

Scope

This procedure applies to all non-union employees who are not in management positions and includes supervisors.

Procedure

Compensation

Employees working authorized overtime will receive:

  • Overtime pay at the rate of time and one-half the employees normal hourly rate for all overtime hours worked, or
  • If the employee agrees, time in lieu of overtime at the rate of time and one-half for all hours worked, to be taken at a time mutually agreeable to the immediate supervisor and the employee

Terms and Conditions

  1. Authorized work performed in excess of a permanent full-time employee’s normal hours shall be considered to be overtime.
  2. Supervisors involved in stand-by and call-in situations will receive the same monetary benefits as defined in the respective collective agreement for the employees they supervise. Note: more than one call-in within a 3 hour period will count and be paid as one call-in.
  3. Authorized work performed in excess of 44 hours by a part time employee shall be considered to be overtime.
  4. Overtime shall be kept to a minimum and should not form a regular part of the normal work schedule.
  5. An employee will not be paid for or receive time in lieu for overtime worked that is less than 30 minutes in any one day.
  6. Every effort shall be made to provide flexible work scheduling as an alternative to authorizing overtime; e.g., in a week where an employee is required to attend night meetings, the overall work schedule of that employee should be adjusted to not exceed the hours in a normal work week.
  7. Overtime for meetings outside of the normal work schedule may include:
    · Actual travel time to a maximum of 30 minutes each way, if applicable;
    · Reasonable set up time for the meeting if required;
    · The time required to be in actual attendance at the meeting;
  8. Travel time to and from training seminars and conferences outside of normal business hours does not qualify for overtime/time in lieu.
  9. Working through lunch breaks or any other defined breaks as defined by the Employment Standards Act does not create an overtime situation.
  10. All time in lieu hours earned or taken must be recorded on the Employee Biweekly Exception Time Reporting sheet.
  11. Time in lieu may be accumulated to a maximum of one week, at straight time.
  12. Time in lieu must be used by December 31 in the year following the year in which it was earned.
  13. All accumulated overtime and banked time in lieu must be reported to Payroll Services prior to or immediately following December 31 in the year in which it was earned to ensure accurate tracking and financial reporting.

Definitions

Overtime: pre-authorized time worked by an employee in excess of the standard daily or weekly hours of work.

Overtime Pay – Additional compensation that is paid at time and one half for extra time worked. It is calculated based on the employee’s regular rate of pay, not including shift premiums or standby pay.

Time off in Lieu of Overtime – Time off work which is given instead of overtime pay to compensate an employee for additional hours worked.

Responsibilities

Employee:

  • coordinate in advance the requirement to work overtime with their immediate supervisor and obtain approval
  • accurately record/submit overtime hours accrued and time in lieu taken on Bi-weekly Exception Time Reporting sheet
  • confirm with the immediate supervisor that the approved overtime worked is recorded and processed in the next pay period
  • coordinate approved time off in lieu of overtime with their immediate supervisor within the above guidelines

Immediate supervisor:

  • ensure that all overtime requests are authorized in advance
  • ensure that all overtime worked is recorded correctly and processed in a timely manner
  • ensure that time in lieu is used by December 31st in the year following the year in which it was earned
  • ensure that all accumulated overtime and banked time in lieu not taken is forwarded to Payroll Services immediately following December 31st .

Procedure details

Procedure Number: HR-MNG-009-002
Parent Policy: HR-MNG-009
Section: Human Resources
Sub-Section: Manage
Author: Human Resources
Authority: CAO
Effective Date: 2008 Dec 15
Review by Date: 2018
Last Modified: 2013 Sep 16