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Publication Date: October 17, 2005

Chapter 4

Personnel - General

4.12 Overtime Payments

  1. Compensation Entitlement

    A non-exempt employee who works in excess of 40 hours in a workweek is entitled to compensation for the excess hours in one of two ways:

    1. Overtime Accrued

      Overtime may be accrued at the rate of 1½ hours for each hour of overtime subject to the accrual limitations (480 hours for employees engaged in public safety or emergency response activities or 240 hours for other categories of non-exempt employees). Accrued overtime hours do not expire. The use of accrued overtime hours is subject to the approval by the supervisor. Hours in excess of the limits must be paid.


    2. Overtime Paid

      If department policy permits, employee will be paid for the overtime at the rate equal to 1½ times the employee’s regular rate of pay.


  2. Advance Approval

    The schedule of activities shall be organized so that non-exempt employees are not required to work in excess of 40 hours within a workweek except when required by operating necessities. Any overtime service that a manager/supervisor anticipates or requires of non-exempt employees should be approved in advance. The Request for Overtime Authorization form must be completed and distributed as follows:

    1. Overtime accrued (not paid)

      Immediate manager/supervisor completes the Request for Overtime Authorization form and forwards it through management to the vice president of the department.

      The form is returned to the requesting manager/supervisor who retains it in their unit files for two years. Overtime accrued must be posted via the time keeping system in DEFINE.


    2. Overtime Paid

      Immediate manager/supervisor completes the Request for Overtime Authorization form and forwards it through management to the vice president of the department. The form is then forwarded to the Payroll Office with a copy returned to the requesting manager/supervisor.

    Should emergencies arise which do not permit sufficient time to obtain prior written approval, managers/supervisors should obtain verbal approval and complete the form as soon as possible.

    The immediate manager/supervisor is accountable and responsible for obtaining advance approval before allowing non-exempt employees to work overtime. Violations of this policy will be dealt with as a performance issue and could warrant disciplinary action.

  3. Definitions

    1. Non-Exempt Employees
      Non-exempt employees are those employees who do not fall under the executive, professional or administrative exemptions to the overtime provision of the Fair Labor Standards Act and are therefore covered by this Act.


    2. Workweek
      The standard workweek at The University of Texas at San Antonio consists of a seven-day period starting on Sunday at 12:01 a.m. and ending on the following Saturday at midnight. In this Handbook, also see Chapter 4, Section 4.29, Hours of Work for Staff (Non-Faculty) Employees.
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