UTMB HANDBOOK OF OPERATING PROCEDURES

Section 3 Human Resources Policies Subject 3.4 Compensation Policy 3.4.8 Compensatory Time

04/15/96 -Originated 10/31/03 - Reviewed w/ changes - Reviewed w/o changes Human Resources - Author

Compensatory Time

Audience

This policy applies to UTMB exempt classified employees.

Policy

This policy provides guidelines regarding compensatory time in lieu of any salary payments for those classified employees designated as exempt from the overtime requirements of the Fair Labor Standards Act (FLSA). With prior supervisor approval, state compensatory time may be earned for hours worked greater than the employee’s appointed hours in a work cycle. Each UTMB entity leader or his/her designee shall maintain a compensatory time policy that describes all aspects of compensatory time to include applicability, approvals and accruals. Exempt employees cannot accrue state compensatory time except at the employee’s regular or temporary assigned place of employment and a personal residence may not be considered the place of employment.

Eligible Positions

All exempt positions listed in the UTMB Classified Compensation Program Manual may be eligible to earn compensatory time. Classified exempt positions at UTMB are considered to be of a professional nature and, as such, full-time classified exempt employees may be required to work more than 40 productive hours in a workweek to complete job responsibilities. Classified exempt employees are not automatically entitled to earn compensatory time.

Compensatory Time Approval Criteria

Compensatory time may be granted under the following circumstances: § Under extenuating circumstances when normal work operation is outside of regular and recurring business schedules; § When major project deadlines are compromised; § When patient care needs would not be met; or § When University contract and/or funding would be jeopardized. In these circumstances, approval must be granted in accordance with departmental policy in advance of the compensatory time being earned. Institutional leadership also has the flexibility to adjust work schedules for exempt employees during a single workweek in lieu of granting compensatory time.

Accrual & Use

If approved, compensatory time may be earned and used up to a maximum of 120 hours. Compensatory time may be awarded at a rate not to exceed one hour of compensatory time off for each hour of time worked. Compensatory time must be taken prior to the end of the twelve month period following the date on which the time was earned. Managers are responsible for encouraging their employees who have accrued compensatory time to take their earned time prior to expiration upon 12 months. Employees who have reached the maximum of 120 hours and subsequently accrue approved compensatory time will have the oldest equivalent time replaced by the new accruals. The oldest hours greater than the maximum of 120 hours will be removed from the balance at the end of each month. If the compensatory time is not taken within 12 months from the date of accrual, the accrual is forfeited and will automatically be dropped from the employee's accrual records. Exempt classified employees are not paid for any compensatory time accrued and not used at the time of separation from UTMB. Request for use of accrued compensatory time must be submitted on the Leave Request Form and must be approved by the department head, supervisor, or designee prior to being taken

Record Keeping	Compensatory time earned and taken shall be reported using the institutional time forms.
References	IHOP Policy 3.7.1, Attendance Policy IHOP Policy 4.1.4, Time and Attendance Reporting Policy Fair Labor Standards Act http://www.dol.gov/esa/regs/statutes/whd/allfair.htm Texas Government Code, Sections 659.016, 659.018, 659.022, 659.023