University Business Operational Hours
The official business hours of Shepherd University are 8:00 a.m. to 4:30 p.m., Monday through Friday. University administrative offices are open during business hours to meet daily operational needs. The Vice President/Executive Officer over a particular department may implement flex time schedules and establish specific work schedules for each position.
Standard Work Week
The work week is defined as a regularly recurring period of 168 hours in the form of seven consecutive 24 hour periods. Work weeks begin at 12:01 a.m. on Saturday and end at 12:00 a.m. (midnight) the following Friday. The standard number of work hours for a full-time staff member in a 1.0 FTE position is 37.5 hours during the work week, and supervisors should schedule full-time employees to work the entire 37.5 hours each week.
Employees are expected to be punctual and functioning in their positions consistent with their scheduled work hours. They are expected to regularly work their required schedules and avoid excessive absence from work. Based on operational need, supervisors have the authority to require employees to work more than their normally scheduled hours. Supervisors also have the authority to assign employees to work different shifts on a temporary or permanent basis. When practical, employees will be given at least one full pay period advanced notice of any significant schedule change. However, employees have the responsibility of reporting as assigned by their supervisors, even if there has not been advanced notice of a significant schedule change given to the employee. It is the policy of Shepherd University not to routinely make temporary non-emergency changes in an employee’s work schedule.
The Executive Leadership Team may approve a flexible summer work schedule for staff allowing employees to take a half-hour for lunch and work either 8:30 a.m. to 4:30 p.m. or 8 a.m. to 4 p.m. with supervisory approval. Assuming that this flexibility has been granted and announced for a given year, employees who would like to work an adjusted summer schedule should ask their supervisors for approval to do so. This decision is solely at the discretion of the supervisor.
An employee may request and, with the approval of the Vice President/Executive Officer over that department, work a schedule other than Shepherd University business hours, to include flex time, four-day work week, and job sharing, provided that the employee works the required number of hours in the respective work week. Flex time may be granted on a fixed schedule or on a short-term basis. Based on operational needs, the head of the department has the authority to require flex time only in unusual circumstances. Employees may not initiate a flexible work arrangement without the express approval of their supervisor and the Vice President/Executive Officer over their department.
Employees may be granted rest periods not to exceed 15 minutes per day. For additional unauthorized time away from the work site, annual or sick leave must be applied; sick leave can be applied only if the absence is for a reason covered by sick leave.
Break periods shall be granted at the discretion of the supervisor. The purpose of such break periods is to provide relief from duties and absence from the work station, offering employees the opportunity to attend to personal activities (i.e., to make personal calls, etc.).
Based upon operational needs, an employee may be required to work through a break. In such cases, the employee is not entitled to additional compensation. Breaks are compensated work-release time and may not be used or accrued to make up work time, leave work early, extend lunch time, etc.
Rest breaks are distinct from the normal conditions under which employees excuse themselves briefly from work activity for purposes of personal hygiene or other personal welfare. These shorter breaks should always be as brief as is practical and should not include leaving the vicinity of the place of work unless expressly approved.
When an employee works a shift of five hours or less, it is at the supervisor’s discretion whether the employee takes an unpaid meal break of 30-60 minutes. When an employee works a shift of longer than five hours, an unpaid meal break of 30-60 minutes is required. The supervisor can decide whether the meal break will be 30 minutes or 60 minutes. Meal breaks are not compensated and may not be used to leave work early or arrive late. Police officers are an exception to this policy because of their duties as to emergency response.
Non-exempt employees must clock out for lunch. If non-exempt employees are required to work or attend a meeting during their lunch time then that time must be compensated; they would not clock out in those cases.
All positions are either exempt or non-exempt from the Fair Labor Standards Act (FLSA). This designation is made based on FLSA criteria and determines whether employees in those positions are eligible for overtime compensation. Questions regarding FLSA status and overtime should be directed to the Human Resources Office.
Non-Exempt Employees are entitled to overtime compensation at the rate of 1.5 times the actual hourly rate for all hours worked in excess of 40 during the work week. Hours worked between 37.5 and 40 are compensated at the straight time hourly rate. Holidays and sick or annual leave hours are not hours worked and they do not count toward the overtime rate mandate. Employees should presume that they should not work overtime at their own initiative but only with their supervisor’s approval. It is misconduct for an employee to work overtime in contravention of a directive of a supervisor.
Exempt Employees do not receive overtime compensation. These employees meet the FLSA criteria for executive, professional, or administrative positions and the minimum salary requirements.
Overtime hourly pay rates are calculated including the employees’ annual experience increment (AEI). The base salary is added to the AEI and that total is divided by 1950 hours for 1.0 FTE employees, as that is the number of hours that 1.0 FTE employees work during the year. For assistance in calculating an employee’s overtime hourly pay rate, please contact the Human Resources Office.
The immediate supervisor generally should approve the overtime work requirement for non-exempt employees before the overtime is worked, but pay cannot be withheld on the basis of a lack of prior approval.
Please Note: The terms Exempt and Non-Exempt are not parallel to non-classified and classified. Classified and non-classified positions could be exempt or they could be non-exempt. Exempt status depends on the nature of the responsibilities of the position, not on whether the position is classified or non-classified.
Equalization of Overtime and Work Opportunities
Overtime rosters will be posted by supervisors for overtime assignments which are anticipated more than one work day in advance. Employees shall be placed on the roster based on seniority. Overtime will be offered to the most qualified senior employee. The next occasion for overtime will be offered to the next qualified senior employee. This process will continue until the list is exhausted. If the employee whose turn it is to be offered overtime refuses the overtime work opportunity then it will be offered to the next person on the list. If all employees decline, then overtime is assigned to the most junior employee whose name appears on the roster and who is capable of doing the work. Similar procedures may be implemented to equalize work opportunities in cases where a full work force is not required, such as when classes are not in session.
Employees may be required to work overtime under certain circumstances. However, the work must be of reasonable duration. Also, employee health, safety, and endurance must be considered, and the direction to work must be issued under reasonable circumstances. Emergency conditions on campus may cause supervisors to demand greater levels of required overtime than would be reasonable in non-emergency conditions.
Compensatory Time Off (Earning & Tracking)
Non-exempt employees may receive compensatory time (comp time) off in lieu of overtime pay, if agreed between the employee and supervisor. Comp time shall be allowed only to the extent authorized by federal and state law. Comp time is not tracked in Kronos.
An employee may not work overtime unless approved in advance per institutional policy. A written agreement between the employee and the employee’s supervisor must exist if the employee will receive compensatory time off in lieu of overtime pay. The written agreement may be modified at the request of either the employee or the employee’s supervisor at any time but under no circumstances shall a change in the agreement deny the employee comp time already acquired.
The comp time written agreement may consist of an email exchange between the employee and the employee’s supervisor. Alternatively, a Comp Time Off Agreement form, which can be found on the Human Resources website can be used for this purpose. The form is to be held by the employee or supervisor until the comp time is used and after that it should be sent to the Human Resources Office to be placed into the employee’s official personnel file.
Comp time must be used within one year of its accrual. Comp time accrued for working on holidays must be used within six months. See Holidays section in this Staff Handbook for further details, and read about taking off comp time in the Leave section of the Staff Handbook.