|Austin Peay State
||February 2, 2017
||Vice President for Finance and Administration
It is the intent of the University to conform to the provisions of the Fair Labor
Standards Act as amended to apply to public employers and also to conform to the policies
and guidelines of the university. The University will comply with all provisions
of the amendments to the Fair Labor Standards Act, such as those dealing with maximum
accrual of compensatory time, method of cash payment for accrued hours, requests for
time off and multiple job situations.
- 37.5 – Hour Work Week
- Compensatory Time
- Public Safety Special Events
- Inclement Weather Time Reporting Procedures
- Non-exempt Employee Travel
- Fair Labor Standards Act
37.5 – Hour Work
All employees of Austin Peay State University who are considered to be full-time shall
work a minimum of 37.5 hours per week throughout the year. This work schedule shall
include a one hour lunch/meal break and shall recognize the existence of up to two
fifteen-minute miscellaneous breaks during each work day as work flow permits. For
purposes of calculating the hours worked each week, lunch/meal breaks shall not be
counted as "time worked" but miscellaneous breaks shall be counted. Specific campus
office hours shall be worked in accordance with APSU Policy 5:010 and remain at the
discretion of the President.
It is recognized that, due to the nature of some work, certain jobs do not lend themselves
to a 37.5 hour work week schedule. In these instances, as determined by the President,
exceptions to the above paragraph are permissible. Initially, the Chancellor should
be notified in writing as to the particular job groups in question, the nature of
the work that necessitates the exception, a description of the exception, and the
approximate number of affected employees.
The official work day will be 7.5 hours long, 5 days per week (37.5 hours); and the
normal fiscal work year shall be 1,950 hours. All attendance records, time sheets,
leave records, payroll documents and other record keeping instruments shall be kept
only in hours and hundredths of hours reflecting the actual time worked each day and
week. Hundredths of hours is figured by dividing the exact minutes worked by 60,
such as 15 minutes/60=.25.
Compensatory time and overtime payments are available to clerical and support employees
only. Compensatory time shall be accrued and used in lieu of cash overtime pay, unless
the institution determines otherwise (or the Fair Labor Standards Act requires cash
payment because the employee has accumulated the maximum number of compensatory time
hours). Compensatory time will be granted at a straight time for hours worked up to
40.0 in a work week and at time-and-one-half for hours worked in excess of 40.0 per
week. Accrued time worked shall include hours actually worked and holiday hours.
Additional hours worked on a holiday in excess of the normally scheduled holiday hours,
will be accrued at the appropriate compensatory rate based upon total hours worked
during the week.
Compensatory time must be reported as earned in the week in which it is worked but
does not have to be taken in the pay period in which the week falls. However, classified
employees must use any accrued compensatory time before they take annual leave.
Clerical and support employees may accrue up to 240 hours of compensatory time. Any
hours worked beyond the maximum accrual allowed must be paid in cash, at the appropriate
overtime rate. Compensatory time accumulated toward the maximum hours allowed is
accrued over the full duration of employment. There is no annual accumulation limit.
Employees may request compensatory time off at any time and must be allowed to use
it within a reasonable time of the request unless their absence at that time would
unduly disrupt the operation of the areas in which they work. Supervisors should allow
compensatory time to be taken whenever the workload permits and should avoid maximum
Where compensatory time is not a feasible alternative overtime may be paid, if authorized
by the administrator in charge of the unit or department. In such cases, overtime
at straight time will be paid for hours worked in excess of 37.5 and up to 40.0 per
week; premium rate overtime at time-and-one-half will be paid for hours worked in
excess of 40.0 per week. Accrued time worked shall include hours actually worked
and holiday hours. Any hours other than holiday hours and work hours are excluded
from overtime compensation. Additional hours worked on a holiday in excess of the
normally scheduled holiday hours, will be paid at the appropriate overtime rate based
upon total hours worked during the week. Hours approved for cash payment must be
reported in the week in which they were earned and must be paid in the paycheck for
that pay period. Overtime payment should be kept to an absolute minimum.
When cash payment is made for overtime, it shall be calculated at the rate earned
by the employee at the time the work was done. When meals and/or lodging are provided
as part of the base pay, then the value of such must be included in determining the
hourly overtime rate. If employees with accrued compensatory hours leave the University,
they must be paid for those hours not based on the rate of pay which they were earning
when they worked the extra hours, but based on their average regular rate received
by the employee during the last 3 years of employment, or the final regular rate received
by the employee, whichever is higher.
Hours which employees work on a sporadic or occasional part-time basis will not be
counted in calculating overtime compensation if the work is at the option of the employees
and is different from the employees' regular assignments.
Support personnel will receive three hours pay at time-and-one- half base pay when
they are called in for emergencies that are not a prelude to or extension/continuation
of their normal duty hours. If an employee is called in more than two hours before
the start of the employee’s regularly scheduled shift, a call-in will be approved
for the employee. If the emergency is corrected quickly, the employee should be assigned
other duties by the supervisor to ensure the full three-hours are being worked. Exceptions
may be made for special situations when approved by the supervisor. Each department
will establish internal guidelines to ensure consistency as to if and when additional
duties are assigned for call-ins. Consideration should be given to the timing of
the call-in, weather conditions, special holidays, and the nature of the emergency
(e.g., an emergency call-in on Christmas; at 1:00 a.m., or in hazardous weather conditions,
etc.). This type call-in should not be extended beyond the duration of the emergency.
Further, if the employee does not work the full three hours for a call-in and is recalled
for the same problem, only one call-in will be paid. Any additional hours worked
exceeding three will be reported on the employee time sheet at the appropriate overtime
rate in accordance with the Fair Labor Standards Act.
Public Safety Officers providing security for an event scheduled outside of their
normal work schedule will receive two hours compensation at the appropriate overtime/compensatory
time rate. Hours worked will be reported on the regular time sheet for Public Safety
Officers, and funding will be reimbursed to Public Safety from the department or activity
that requested the security to be provided. Any additional hours worked exceeding
two will be reported on the employee time sheet at the appropriate overtime rate in
accordance with the Fair Labor Standards Act.
Each department head will designate personnel to work during periods of inclement
weather as appropriate. For these personnel, any time worked during regular work hours,
but before a delayed opening time, or after early closing time will be reported as
straight time overtime (regular pay rate). In addition, the employee will also be
paid for his/her regular scheduled hours. Should the employee request an adjustment
to the regular work schedule as authorized later in this policy, time worked during
the adjusted work schedule when the university is closed will be paid only at the
employee’s regular rate unless the employee has exceeded 40 work hours for the week.
- The University opens at 9:30 a.m. An employee who normally begins work at 7:00 a.m.
comes in at 7:00 a.m. to begin work; this employee would be paid straight time overtime
for 2.50 hours (7:00 a.m. to 9:30 a.m.) in addition to their regular pay. The regularly
scheduled time is included as work hours when calculating overtime for the week.
- The University opens at 9:30 a.m. An employee who normally begins work at 7:00 a.m.
comes in at 6:30 a.m. to begin work; this employee would be paid straight time overtime
for 2.5 hours (7:00 a.m. to 9:30 a.m.), in addition to their regular pay. The thirty
minutes from 6:30 a.m. to 7:00 a.m. will count as additional hours worked and be paid
at the appropriate overtime rate.
- The University closes at 1:30 p.m. An employee who normally leaves at 3:30 p.m. leaves
at the regular time (3:30 p.m.); this employee would be paid straight time overtime
for 2.0 hours (1:30 p.m. to 3:30 p.m.) in addition to their regular pay. This time
is included as regularly scheduled work hours when calculating overtime for the week.
- The University closes at 1:30 p.m.; an employee who normally leaves at 3:30 p.m. works
until 4:30 p.m.; this employee would be paid 2.0 hours of straight-time overtime (1:30
p.m. to 3:30 p.m.) in addition to their regular pay. The additional hour from 3:30
to 4:30 will count as additional hours worked and be paid at the appropriate overtime
A regular daily work schedule will be established for each employee that will be used
for computing payments for inclement weather or other call-ins. On occasions, it
may be beneficial to the employee to have his/her daily schedule adjusted when computing
overtime amounts. This should only be an option when an employee has been at work
for an extended period and needs to be sent home to rest during his/her normal shift.
An adjustment will allow the employee to leave work without charging leave for the
absence; however, it will also usually result in less money being paid to the employee
because of the fewer number of hours worked at overtime rates. This is an option
only for those employees that are subject to call-ins or working during inclement
weather. Prior to making any adjustments, supervisors must thoroughly discuss the
impact on loss of pay with the employee to ensure they understand the impact of his/her
- Any portion of authorized travel time that takes place within normal work hours (defined
as 8:00 a.m. to 4:30 p.m.) on any day of the week, including Saturday and Sunday,
is treated as work hours. Travel time within normal work hours will be paid at the
employee’s regular hourly rate and will be factored into overtime calculations.
- When an employee travels between two or more time zones, the time zone associated
with the point of departure should be used to determine whether the travel falls within
normal work hours.
- Any portion of authorized travel time (with the exception of driving time) that takes
place outside of normal work hours is considered to be outside travel hours.
- When a nonexempt employee is required to travel as a passenger in an automobile, plane
or any other mode of transportation outside of normal work hours, these hours are
considered to be non-compensable.
- All authorized travel time spent driving an automobile (as the driver, not as a passenger)
is treated as work hours, regardless of whether the travel takes place within normal
work hours or outside normal work hours. An employee will receive his or her regular
hourly rate for all travel time spent as the driver of an automobile, and this time
will be factored into overtime calculations.
- Travel as a passenger in an automobile is not automatically treated as work hours.
Travel as a passenger in an automobile is treated the same as all other forms of travel,
and compensation depends on whether the travel time takes place within normal work
- If an employee drives a car as a matter of personal preference when an authorized
flight or other travel mode is available, and the travel time by car would exceed
that of the authorized mode, only the estimated travel time associated with the authorized
mode will be eligible for compensation.
- Employees are responsible for accurately tracking, calculating and reporting travel
time on their timesheets in accordance with this policy.
- Meal periods should be deducted from all travel time.
- If an employee requests a specific travel itinerary or mode that is different from
the one authorized, only the estimated travel time associated with the authorized
schedule, route and mode of transportation should be reported on the timesheet.
APSU Policy 5:015 (previously 5:031) – Rev.: February 2, 2017
APSU Policy 5:015 – Rev.: April 26, 2006
APSU Policy 5:015 – Issued: January 10, 2006
President: signature on file