From the Handbook of Operating Procedures:
4.12 ADVANCE APPROVAL FOR OVERTIME PAYMENTS
Current University policy concerning overtime requires nonexempt employees required to work in excess of 40 hours during a work week to be compensated for such overtime by receiving pay equivalent to one and one-half times their straight time hourly rate of pay.
[Note added: the department may require that the employee bank the overtime in a compensatory time bank. Every hour of overtime worked will be added to the bank at the rate of 1.5 hours. An employee may accumulate up to 240 hours. Any time worked after this amount of time has been banked must be paid out. The department has the authority to require the employee to take compensatory time off in order to reduce this bank. Any amount accrued at time of termination must be paid out.]
The UT System Board of Regents' Rules and Regulations read in part, "Any overtime services must be justified in writing and have the advance approval of the chief administrative officer, the chief business officer or designee." Approval authority is delegated to the Vice President for Business Affairs.
In order to be in compliance with this requirement it will be necessary to obtain prior written approval for any anticipated overtime in excess of 40 hours worked during a week to be performed by nonexempt employees. The "Request for Overtime Authorization" has been developed for this purpose. Occasionally, emergencies may arise which do not permit sufficient time to obtain prior written approval. In such cases, prior verbal authorization should be sought followed by submission of the form. The Payroll Services Office will not be authorized to process for payment any overtime voucher listing employees for which advance approval has not been obtained.
Nonexempt employees required to work in excess of their normal hours during a workweek but less than a total of 40 hours will be compensated for such overtime by receiving pay equivalent to one times their straight time hourly rate. It is not necessary to obtain advance approval for overtime which does not exceed 40 total hours worked during a week.
Requests for advance approval for all subject overtime should be [(policy change) signed by the appropriate delegate - see University of Texas at San Antonio Delegations of Authority, Chart C, dated February 11, 2005.]
Request for Authorization for Overtime can be found in the Public Folders - UTSA Forms in Microsoft Outlook. Please forward the original signed form to Payroll, as it must be received before overtime can be paid.
