Overtime Policies at Sarah Lawrence
College policy defines overtime as hours worked over the normal College workweek of 35 hours for non-exempt office staff and over 40 hours for Facilities staff. Employees may work overtime only at the request of the Department Head. Members of the administration (exempt employees) are not eligible for overtime compensation.
When necessary overtime brings the total work week above the normal 35 hour schedule up to 40 hours, office staff members will be given equivalent compensatory time off. Facilities staff (except office staff) will be paid their normal hourly wage. If overtime brings the total work week to more than 40 hours (premium overtime), office staff members will be given compensatory time-and-a-half off. Facilities employees will be paid time-and-a-half.
The workweek pertaining to overtime is Monday through Sunday. This means that all hours worked from Monday through Sunday are counted as hours worked in that week. A new workweek then begins on Monday and each week stands alone for purposes of overtime.
Any hours worked over 35 and up through 40 hours in a given week are described as straight overtime. For office staff equivalent time off is given for straight overtime. Straight overtime is regulated by College policy only.
Hours worked above 40 hours in a given workweek are described as premium overtime. Premium overtime is regulated by Federal law, and for office staff members compensation is time and one-half off. The law requires that compensatory time for any hours worked in excess of 40 hours be taken prior to the first payday following the week in which the premium overtime occurred. For example, if you were to work 5 extra hours on a weekend or after hours, you must take your compensatory time off prior to your next regular payday. For Facilities staff, premium overtime is paid at one and one-half times the normal hourly wage.
Paid vacation days, sick days, holidays, etc. may be considered hours worked when determining overtime, but not premium overtime, in a particular week. College policy considers the 35-hour workweek for office staff to include both hours worked and hours for which an employee is paid but does not work (e.g., vacation, holiday, and sick leave). Thus, an office staff member whose workweek consists of one paid vacation day (Monday) and four workdays (Tuesday through Friday) has completed a 35-hour workweek as far as the College is concerned. The College will, therefore, give compensatory time off for any hours worked above that 35 hours (i.e. if the employee works on Saturday.)
However, hours for which an employee is paid but does not work are not considered hours worked under Federal law for purposes of premium overtime. In the case above, the seven hours of vacation pay are not counted toward premium overtime because the employee actually worked only 28 hours. If this employee then works seven hours on the Saturday of the week in question, he or she is due only equivalent time off — not one and one-half time — for the hours worked on Saturday (28 hours actually worked Tuesday through Friday + 7 hours worked on Saturday = 35 hours actually worked.) In the case of a Facilities staff member who takes an 8 hour vacation day on Monday and works Tuesday through Saturday, the employee will receive straight pay for the Saturday hours because the actual hours worked did not exceed 40 (32 hours actually worked Tuesday through Friday + 8 hours worked on Saturday = 40 hours.) Maintenance workers who are called in to work for an emergency will be paid a minimum of 2 hours for coming to work after hours or on a normal day off.
Full-time office staff members are given time off for any hours worked on a college-designated holiday. Thus, a non-exempt employee who must work on Memorial Day, for example, is paid his or her normal pay and is also due the appropriate time off for the hours worked in accordance with the overtime policy above (hours up to 40 worked in a week are compensated at straight time off and hours worked over 40 are compensated at time and a half off).
Maintenance Workers will occasionally be called in to work for an emergency. These workers will be paid a minimum of two hours regardless of the actual time worked. They will be paid straight time if they have worked less than 40 hours in that week, and premium overtime for any time worked that exceeds 40 hours.
Maintenance Workers will occasionally be called in to work on a college designated holiday. If they work on the designated Independence Day holiday, Thanksgiving Day, Christmas Day, New Year’s Day, Memorial Day, and Martin Luther Kind Day when it is deemed a college holiday, will be paid 8 hours of straight pay for the holiday and premium overtime (time and a half) for any hours worked on the holiday. Maintenance Workers who are required to work during the following college designated holidays: The college-designated Labor Day, Winter break (other than Christmas Day and New Year’s Day), the Wednesday and Friday surrounding Thanksgiving Day and one October Study Day will be entitled to take those days off at another time. It is preferred that this time be taken prior to the end of the academic year (each May 31).
Security Workers are required to work their normal shifts throughout the entire year. They will be paid straight or premium overtime (as appropriate) when hours worked exceed their normal work week. For certain designated holidays special arrangements will be made for Security Workers as follows:
Security Workers who work on the designated Independence Day holiday, Thanksgiving Day, Christmas Day, New Year’s Day, Memorial Day, and Martin Luther Kind Day when it is deemed a college holiday, will be paid 8 hours of straight pay for the holiday and premium overtime (time and a half) for any hours worked on the holiday.
Security Workers who are required to work during the following college designated holidays: The college-designated Labor Day holiday, Winter break (other than Christmas Day and New Year’s Day), the Wednesday and Friday surrounding Thanksgiving Day and one October Study Day will be entitled to take those days off at another time. It is preferred that this time be taken prior to the end of the academic year (each May 31).
Security Workers whose normal days off fall on Christmas Day, Thanksgiving Day, Independence Day, Memorial Day and Martin Luther King Day (when it is a designated holiday) are entitled to take those days off at another time. It is preferred that this time be taken prior to the end of the academic year (each May 31).
Regular Part-Time Employees
Regular part-time employees are paid at their normal hourly wage for any hours worked above their normal workweek schedule, up through 35 hours. Should their work in a given week exceed 35 hours, the above overtime policies would apply. Hours worked on a College-designated holiday are paid at the normal hourly wage unless the hours worked that week exceed 40. Compensatory time off for holiday work, in addition to the normal hourly pay, is given only if the holiday falls on an employee's regularly scheduled workday.
Casual and temporary employees (including student employees) are paid at their normal hourly wage for all hours worked through 40 hours. Hours worked in excess of 40 hours in any week will be reimbursed by time and one-half pay. Department Heads should be aware of the budget impact of any overtime work performed by these employees.