UAMS ADMINISTRATIVE GUIDE
|SUBJECT:||PAYING EXCESS EFFORT HOURS FOR EXEMPT NON-CLASSIFIED PERSONNEL|
UAMS recognizes the commitment and dedication made by "exempt" (“salaried”) personnel (see Definitions, Policy 4.2.01) in the successes of all units, departments, and divisions. While there is no legal obligation to pay for overtime or for excessive effort, the State of Arkansas allows payment to non-classified exempt employees where the institution establishes uniform conditions, as outlined in this policy.
1. Non-classified employees who occupy "exempt" (“salaried”) positions are not legally entitled to "overtime" or payment for hours in excess of the normal work schedule, according to the Federal Fair Labor Standards Act (FLSA). SAP/HR field “Employee subgroup” appears on most info-types as “Full Time/Salaried,” “Part Time/Salaried,” or “Temporary/Salaried.”
2. A department head may credit an employee with "excessive effort" when such work meets all of the following criteria:
3. The department head will normally allow compensatory time off on a 1-for-1 basis to reward the employee for the "excessive effort".
4. At such time when it appears that compensatory time off is not practical, , the department head may recommend that "excessive effort" (remaining after all attempts at compensatory time off) be paid in the following manner:
a. The department head will submit a memorandum or email stating the reason(s) for the excessive effort and the reason(s) time off was not applied, together with the amount of payment requested. Since these are “salaried” employees, the amount of pay cannot be stated as or paid as a number of hours worked or hours times an hourly rate of pay: a rounded “value” of the service must be stated.
b. The division executive (Dean, Vice Chancellor, or Executive Director) and the Office of Human Resources must approve the recommendation. Where the “excess effort” was worked in a division different from the employee’s division (or where funding is provided by another division), both division executives must agree to the payment. NOTE: some division executives require that you gain their approval prior to assigning the extra work which generates the “excess effort.”
5. When all approvals are obtained, the department will send the memorandum or email to the Office of Human Resources, who will load into SAP/HR for payment as a “one time payment off-cycle”. A payment separate from normal monthly pay will be issued. 6. Payments will be charged to normal salary accounts, unless the department specifies the cost center or WBS element to bear the expense: only one account may be charged for each payment.
General instructions for the use of SAP/HR (including the field “employee subgroup”) are found in the manual “Personnel Administration for Department Users”, at the UAMS Enterprise website: http://intranet.uams.edu/enterprise/Manuals.htm