UTMB HANDBOOK OF OPERATING PROCEDURES

Section 3 Human Resources Policies Subject 3.4 Compensation Policy 3.4.11 Shift Differential

02/13/92 -Originated 07/11/00 -Reviewed w/ changes -Reviewed w/o changes Human Resources -Author

Shift Differential

Audience

The information in this document is for use by all classified employees, with the exception of Correctional Managed Care employees.

Policy

To ensure adequate evening, night, and weekend coverage, UTMB pays a shift differential to eligible classified employees who work approved evening, night, or weekend shifts.

Criteria for Eligibility

Evening and Night Shifts For a work schedule to be considered eligible for shift differential pay, a minimum of four hours worked in the shift must be between the hours of 3:00 p.m. and 7:00 a.m. Work schedules/hours which fall between the hours of 7:00 a.m. and 5:00 p.m. are considered day shifts and thus are not eligible for shift differential pay. Weekend Shifts For a work schedule to be considered eligible for weekend shift differential pay, the regularly scheduled hours must fall between 11 p.m. Friday and 11 p.m. Sunday. No minimum hours worked are required. Market data supporting weekend differential be paid for that position is also required. Individuals who work evening and/or night shift during a weekend shift will receive both weekend shift differential and the even and/or night shift differential as appropriate. UTMB pays shift differentials for time worked performing normal duties and responsibilities on a scheduled evening, weekend, or night shift. Vacation, sick leave, and holiday time are not considered time worked for the purpose of calculating shift differential pay.

Establishing Approved Shifts

Shift differential is approved for positions in 24-hour units that require around-the-clock coverage or operations that consistently require evening/night coverage. Each department identifies the necessary work shifts.

Establishing Approved Shifts, continued

To establish a shift account for payment of shift differential, approval must be given through the appropriate VP, Dean, or equivalent level executive. Once obtained, the implementation of the new shift differential payments must be coordinated with the Department of Human Resources and Finance, Payroll Services. This should normally be accomplished 30 days prior to implementation.

Payment

UTMB pays shift differential based on employee job classification's established shift hourly rate found in the Classified Compensation Program Manual. Shift hourly rates vary based on the following shifts. Evening Shift - (an eight hour period from 3:00 p.m. to 11:00 p.m.) Night Shift - (an eight hour period from 11:00 p.m. to 7:00 a.m.) Weekend Shift - (all hours between 11 p.m. Friday and 11 p.m. Sunday) An employee must work a minimum of four (4) hours between the hours of 3:00 p.m. and 7:00 a.m. on an established evening and/or night shift to be eligible to receive shift differential pay for that shift. The employee will receive the appropriate shift rate for the hours worked in the shift(s). No minimum hours are required for weekend shift differential. Examples: • An employee who works a 6:00 p.m. to 2:00 a.m. shift, -- 5 hours during the evening shift and 3 hours during the night shift -- will receive 5 hours of the shift differential pay at the evening rate and 3 hours of shift differential pay at the night rate. • An employee who works 7:00 p.m. to 3:00 a.m. -- 4 hours during both the evening and night shifts -- will receive 4 hours of shift differential pay at the evening rate and 4 hours of shift differential pay at the night rate. A combination of the evening shift and the night shift totaling at least 4 hours will meet the 4 hour criteria. An employee who works only 2 hours of a shift will not receive shift differential. An employee who works the combination of a 2 hour evening shift and a 2 hour night shift will receive 4 hours at the appropriate rates.

Recordkeeping

To report shift hours worked, complete the appropriate departmental time form.