University of North Dakota Faculty/Staff Newsletter

Change in NDUS overtime policy is effective July 1

Change to NDUS Human Resource Policy 12 Overtime – Effective July 1, 2013

At their June 20, 2013 meeting, the State Board of Higher Education approved policy changes to NDUS Human Resource Policies:  6: Annual Leave, 7: Sick Leave and 12: Overtime.  These policies are available at http://www.ndus.nodak.edu/makers/procedures/hr/ .  These policy changes were  mandated by the State Auditor’s Office to more closely follow Department of Labor guidelines.

As of July 1, 2013, when a non-exempt (overtime eligible) employee uses any type of leave or comp time in a work week, and the total of hours worked and leave or comp time hours exceed 40 hours in a workweek,  leave or comp time must be reduced so the total does not exceed 40 or no leave is reported, whichever happens first.   Overtime and leave or comp time cannot be reported in the same workweek.  Only hours actually worked, holidays and institutional closure hours will be used to determine overtime.

Example:   An employee uses 8 hours of leave or comp time, and works 36 hours in a workweek (44 hours total).  They will now only report 4 hours of leave or comp time and 36 hours worked for a total of 40 hours for the week.

Example:   An employee uses 8 hours of leave or comp time, and works 41 hours in a workweek (49 hours total).  They will now report no leave or comp time, 40 hours regular time and 1 hour of overtime.

It is very important that your leave/time slips are submitted to the Payroll Office on a timely basis, so that a correct calculation can be made for the pay period.  Leave submitted late, may create the need to adjust your current pay for any overtime already paid in a previous pay period, where the leave was taken.  Supervisors are reminded to review employee leave/time slips for any overtime and leave taken in the same week and request the employee to adjust their leave/time slip.   If any corrections are needed, the employee must be notified and initial the change.

If you have any questions, please contact the Payroll Office at 777.4226.

-- Patricia Hanson, Director, Human Resources and Payroll Services