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BUDGETS AND CONTROL OF OVERTIME WORK AND PAY

Financial Planning and Budgets (FPB)

PROCEDURE 5

Effective Date: 01/01/2003

Last Modified Date: 12/10/2003


Authorized Overtime Work

Overtime work for covered employees must be authorized only as necessary and must be approved by the dean or other comparable administrative officer. Adequate scheduling and program planning is necessary in order to minimize scheduling of covered employees for overtime work.

Wage–Hour Policy for SPA Employees

The State Wage–Hour Policy is the basis for the UNC–Chapel Hill policy with reference to overtime work and pay for covered employees. The University's policy on overtime work and pay for SPA non-exempt employees is on the Human Resources Web site.

Supervision of Overtime

Each department head is responsible for exercising adequate supervision to ensure that covered employees comply with established work schedules. The department head is responsible for controlling starting and stopping times and all work time, whether within or outside the regular work schedule. However, if any covered employee is allowed to work so that he is entitled to be paid for overtime, it is the responsibility of the department head to see that the employee is paid for the overtime earned.

Overtime Pay

All hours worked over 40 in a workweek by a non-exempt employee are overtime work. Overtime pay for overtime worked is one and one-half times the employee's regular rate of pay. All overtime pay must be charged to UNC–Chapel Hill object codes 1121 and 1221, Salaries—Overtime.

Prior Approval for Funding Overtime

The department head or other designated representative must obtain budgetary approval through administrative channels, from the dean or other appropriate divisional administrative officer, and must obtain Financial Planning and Budgets Office approval for funds, before scheduling overtime work, except in cases of absolute emergencies. The need to schedule overtime work must be anticipated as far in advance as possible to allow time for the administrative approvals to be processed. Budgets to cover overtime pay must be established under Budget Control Level object codes 1120, EPA Non-Teaching Overtime, and 1220, SPA Overtime.

Budget for Emergency Overtime Work

In the case of emergency overtime work, the department head should justify the need to the dean or other appropriate divisional administrative officer, and must see that funds are allocated to cover the proposed overtime to be worked by processing an FBT on-line system revision.

Budget Transfer for Overtime

The FBT on-line system should be used to request budget under Budget Control Level object codes 1120, EPA Non-Teaching Overtime, or 1220, SPA Salaries—Overtime, to cover necessary proposed overtime. Adequate justification and need must be stated on this form under "Justification for Request." Data should also include employee's name, position number, the period of time work is scheduled, and the estimated overtime pay.


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