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Administrative Procedure 8.876 Administrative Procedure 8.876



Title

Overtime Authorization and Compensation

Header

Administrative Procedure Chapter 8, Business and Finance
Administrative Procedure AP 8.876, Overtime Authorization and Compensation
Effective Date:  April 2016
Prior Dates Amended:  July 1996, March 2006    
Responsible Office: Office of the Vice President for Budget and Finance/Chief Financial Officer
Governing Board and/or Executive Policy: EP 1.102, Authority to Manage and Control the Operations of the Campus 
Review Date:  August 2018

I. Purpose

To establish policies and procedures to control overtime costs and restrict such work to necessary and properly authorized situations.

II. Definitions

A.  Overtime - Defined in the employee’s applicable collective bargaining contract and, in the case of excluded employees, by statute.

III. Administrative Procedure

A.  Responsibilities

    1.  These     policies and procedures apply to all University employees covered by collective bargaining contracts and to all excluded employees who may be entitled to overtime pay by statute.

B.  General Procedures

    1.  In general, overtime work should be utilized only as a temporary measure and only where (1) essential work must be continued or completed, (2) it is not practical to secure the required services through other means, and (3) sufficient    funds are available to pay the employee if compensatory time off in lieu of cash is not elected by the employee.

    2.  Overtime work must be authorized in writing in advance by the     program head.  Where the work is to be performed outside the department of regular assignment, the approval of the regular program head must also be obtained

    3.  Before authorizing overtime work, the program head should review each overtime request to ensure that at     the minimum, the following questions have been considered.

        a.  Is the work to be done essential?  Consideration should be given to the possibility of deferring the work or adjusting deadlines or schedules.

        b.  Can the work be done with the help of others?  Additional help can frequently be secured on a temporary basis by utilizing employees from other offices within the organization.

        c.  Can organizational or procedural improvements eliminate or reduce the amount of work to be done?  A careful study of the organizational structure and existing procedures may reveal simple changes that can streamline or improve operation without adversely affecting the achievement of program goals.

        d.  Can additional help be hired to do the work?  The possibility of hiring additional student help or temporary employees should be explored.

    4.  When overtime is necessary, it may be authorized under the following conditions:

        a.  The appropriate administrator ascertains that there are sufficient funds to cover the overtime.

        b.  Overtime is kept to a minimum and not for an extended period of time.

C.  Procedures

    1.  The appropriate supervisor initiates the Request for Overtime Work, UH Form 10 (Attachment 1) and obtains the required    approval and attaches it to the Individual Timesheet, State Accounting Form D-55 (Attachment 2).

    2.  The completed D-55 (original) should be submitted to the UH     Payroll Office in accordance with existing payroll procedures.    The completed UH Form 10 and a copy of the D-55 should be retained in the employee’s personnel folder.

    3.  If emergency conditions preclude advance written authorization, such authorization should be secured verbally and confirmed in writing no later than the day after occurrence of the overtime work.

D.  Responsibilities

Fiscal Administrators and Program Managers (Approving Authority) who approve overtime authorization and compensation are responsible for compliance with applicable Federal and State laws, rules, regulations, University policies and procedures and applicable provisions of the respective collective bargaining contract.

IV. Delegation of Authority

There is no administrative specific delegation of authority.

V. Contact Information

Payroll Office, 956-7444, or payroll@hawaii.edu
Website:  http://www.fmo.hawaii.edu/payroll/index.html

VI. References

A. Link to superseded Executive Policies in old format https://www.hawaii.edu/policy/archives/ep/
B. Link to Administrative Procedures in old format https://www.hawaii.edu/policy/archives/apm/sysap.php

VII. Exhibits and Appendices

Attachment 1:  Request for Overtime Work (UH Form 10)
Attachment 2:  State of Hawaii Individual Timesheet (SAF D-55)

Approved

    Signed    
    Kalbert Young    
    April 04, 2016    
    Date    
    Vice President for Budget and Finance/Chief Financial Officer

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