Compensatory Time (Comp Time) Policy

EHRA and SHRA Exempt Employees

Employees (whether EHRA or SHRA) whose duties and responsibilities have been determined by Human Resources to be “exempt” from the provisions of the  Fair Labor Standards Act (FLSA) are considered to be “exempt” employees.  Exempt employees do not earn additional leave for hours worked over 40 in a workweek.  Exempt employees should not maintain a timesheet.

EHRA and SHRA Non-Exempt Employees

Employees whose duties and responsibilities determined by Human Resources to be  “subject” to the provisions of FLSA are considered “subject” or “non-exempt” employees. Therefore, non-exempt employees are subject to the Fair Labor Standards Act (FLSA) and accrue leave at time and one half for each hour worked over 40 in a workweek.  Non-exempt employees are required to maintain a timesheet to track hours worked in a workweek.  Overtime should only be worked with management approval.

Extra Time

Extra Time is earned during a week where the employee has worked less than 40 hours but has accounted for more hours than required for the week. It accrues at an hour-for-hour rate.

Example

  • A full-time employee who works 30 hours in a normal work week but works 32 hours, would receive 2 hours of comp (gap) time.

Comp Time

Comp time is earned whenever an employee works more than 40 hours (includes part-time employees) in a workweek.

  • Comp time is accrued at the rate of 1.5 hours for each hour over 40 in a workweek.
  • Comp time is recorded and placed into WolfTime as comp time.
  • Per state law, comp time must be used before annual or bonus leave. (Exceptions may be made for retirees who may need to exhaust vacation leave prior to retirement.)
  • If employees do not use the comp time within one year from the time it was earned, it is paid out to the employee.
  • Comp time is calculated through the WolfTime Leave and TimeKeeping System.  Comp time is automatically determined and added to the leave system after the supervisor approves the timesheet.

Examples

  • A full-time employee who works 43 hours in one week earns 3 over-time hours accrued at 1.5 hours for each hour or 4.5 hours of comp time.
  • A half-time employee (20 hours a week normally) who works 43 hours in one week earns 20 hours of extra time and 3 hours of overtime accrued at 1.5 hours for each hour or 24.5 hours of comp time total.

Entering Compensatory (Comp) Time

Comp time hours are automatically loaded into the WolfTime system based on the clock in/clock out punches each day and once the time is approved by the manager and processed in the weekly WolfTime run.  Comp time begins to accrue once an employee reaches 40 hours during the work week.

WolfTime automatically date stamps all comp time earned.  If it has not been taken within one year from the time it was earned, it is paid out to the employee.

The Banking of Compensatory (Comp) Time

The default for WolfTime is that all comp time is banked and not paid out.  It is available for employees to use in lieu of bonus or vacation time.  If a department determines that comp time should be paid out, the Leave Coordinator must do a Comp On Demand process to have it paid out.  Please note that if a vacation or bonus leave transaction is entered in WolfTime while there is a comp on demand to be paid out, the comp to be paid out may be impacted and reduced.