UNIVERSITY OF PITTSBURGH POLICY 07-04-01
SECTION: Work Hours and Location
SUBJECT: Time Records/Attendance/Overtime and Compensatory Time
EFFECTIVE DATE: April 4, 2006 Revised
This policy establishes the standard University workweek, maintenance of Staff Time
Records, compensation for overtime hours as required by the Fair Labor Standards Act,
and docking. This policy applies to all regular full-time and regular part-time staff at all
campuses of the University.
Hours of Work
The University has established a standard 37 1/2 hour workweek for full- time classified staff.
The University workweek begins Sunday at 12:01 a.m. and ends at midnight the following
Saturday. Standard working hours are from 8:30 a.m. to 5:00 p.m., Monday through Friday,
with one unpaid
hour for lunch.
A variety of flexible working schedules, altering starting and quitting times, lunch hours,
days of the week worked, or number of hours worked per day, may be initiated at the
discretion of the department administrator. Schedules may be arranged to allow
employees to attend classes. In all cases, full-time exempt and non-exempt employees
are expected to work a
total of 37 1/2 hours per week.
All employees are expected to report to work regularly and on time. The immediate
supervisor must be notified by the employee within the first hour of the workday if illness,
inclement weather, or other unforeseen situations cause tardiness or absence, barring
extenuating circumstances that make such notification impossible or extremely difficult
(such as abrupt hospitalization or major emergency such as fire or flood – not including
any circumstance in which a quick telephone call can be made).
Staff Time Records
A Staff Time Record form must be completed for all regular full-time and regular part-time
staff. Non-exempt employees must record hours worked and any approved time off.
Exempt employees must record days worked and
any approved days off.
Staff Time Records for all active and terminated employees must be retained by the
department, and are subject to audit by the Department of Labor's Wage and Hour
Accrued sick and vacation time cross departmental lines, therefore, the Staff Time
Records must be forwarded to an employee's new department in
the event of a transfer.
Compensatory Time and Overtime
Non-exempt employees who work between 37 1/2 and 40 hours during the workweek may
either be paid a straight hourly rate for those hours, or be granted compensatory time off,
at the discretion of the department administrator. The compensatory time must be used
by the end of the pay period following the pay period in which it was earned, or be paid at
employee’s regular hourly rate.
In accordance with the Fair Labor Standards Act, employees in non-exempt positions must
be paid at the rate of 1 1/2 times their regular hourly rate for all hours worked beyond 40
hours per workweek. Overtime pay must
be included in the next earliest possible paycheck.
Each day designated as one of the following - sick, bereavement, jury duty, or
compensatory - used during a given workweek reduces the total hours worked in that
workweek by 7 1/2 hours. In other words, use of these days are not treated as hours
worked and do not count towards the calculation of compensatory time or overtime.
Vacation days, personal days, or paid holidays used during the workweek count as time
worked during that workweek for the purpose of calculating overtime and compensatory
Regular full-time, non-exempt employees who work on an established University paid
holiday must be paid either their straight hourly rate plus an additional 1 1/2 times their
regular hourly rate (for a total of 2 1/2 times their regular hourly rate) or granted the
compensatory time, at the discretion of the department administrator.
Regular full-time, non-exempt employees who work during the winter recess (excluding
established University paid holidays) must be paid their straight hourly rate plus an
additional one times their straight hourly rate (for a total of 2 times their regular hourly
rate) or granted the
equivalent in compensatory time, at the discretion of the department
Exempt employees are not paid or granted compensatory time or overtime for hours
worked in excess of 37 1/2 in a given workweek.
Hours worked beyond the standard 37 1/2 hours per week must be approved in advance
by the department administrator.
Compensation is provided to non-exempt employees for those hours for which the
employee is entitled. A non-exempt employee may be docked for absences in excess of
accrued leave or sick time, tardiness, early departure, disciplinary suspension, and/or
absences without sufficient
notification or justification.
An exempt employee’s pay is not subject to reduction because of variations in the quality
or quantity of the work performed other than the following
- Absences from work for one or more full days for personal reasons, other than
sickness or disability
- Absences of one or more full days occasioned by sickness or disability (including
work-related accidents) if the deduction is made in accordance with applicable
University policy and/or practice regarding sick days, disability leave or workers’
compensation. Deductions may be made for full-day absences for which an employee
receives such disability coverage. Deductions may also be made for full-day absences
if an employee has not yet qualified as being eligible for otherwise applicable sickness
or disability coverage, and if the employee has exhausted the leave allowed under
- Offsets of military pay received by an employee for a particular week for absences
occasioned by military leave
- Penalties imposed in good faith for infractions of safety rules of major significance
- Unpaid disciplinary suspensions of one or more full days imposed in good faith for
infractions of workplace conduct rules, and imposed pursuant to a written policy
applicable to all employees
- Absences during the initial or terminal week of employment
- Absences that constitute unpaid leave under the Family and Medical Leave Act
Improper Docking Complaints:
The University is committed to proper pay practices and policies. If an employee’s pay is
found by the University to have been incorrectly docked, the University will reimburse the
employee for any improper deductions and will make a good faith effort to see that any
future deductions are in accordance with the law. Any employee who believes that his or
her pay has been improperly docked may follow the staff complaint procedure as defined
in the University Staff Handbook or may utilize the University’s Alertline.