The Fair Labor Standards Act of 1938 (or "FLSA") is a federal law which requires that most employees in the United States be paid at least the federal minimum wage for all hours worked and overtime pay at time and one-half the regular rate of pay, or provided compensatory time-off in the case of government employees, for all hours worked over 40 hours in a workweek. All University System of Georgia Institutions shall establish a standard forty (40) hour workweek and abide by the Fair Labor Standards Act provisions.
...Employees are prohibited from working overtime or working any hours outside of the scheduled work day unless a supervisor has authorized the unscheduled work in advance. Any employee who fails to report or inaccurately reports any hours worked will be subject to disciplinary action, up to and including discharge.
...Each Institution in the University System of Georgia has responsibility to minimize overtime work to the extent possible. Overtime work shall be authorized for non-exempt employees only when the work is deemed necessary and is approved by the institutional assigned individuals authorized to make such decisions. Approved compensatory time is subject to a 240-hour maximum accumulation. Employees who have reached the compensatory time maximum must receive a cash payment for any additional overtime. Additionally, all compensatory time balances on record as of May 31 must be paid out no later than the final bi-weekly pay period in June each fiscal year. Such payment shall be at the employee's regular earnings rate at the time the payment is made. Compensatory time earned in June will carry forward into the upcoming fiscal year.
Compensatory time-off will be the standard method of compensating non-exempt employees for work exceeding 40 hours in a workweek. Supervisors will have the discretion to approve comp-time for individual employees up to a threshold of 75 hours, and it is expected that any comp-time balances will be fully expended by May 31st (see spend-down schedule below). As the USG policy states, any comp-time earned in the month of June will carry forward to the new fiscal year. Because there will be no budgeting for additional overtime compensation at the College or unit levels, a more limited threshold will allow for a reasonable accrual of time that can be expended by May 31st.
Comp-time should be pre-approved by supervisors - download the approval form (XLS download) - and submitted to the Business Office/Office of Research and Graduate Education along with any approved leave forms for a given pay period. In cases where an emergency or other significant situation requires that an employee exceed the hours of their standard daily schedule, they should notify their supervisors afterwards and when needed provide an explanation on the comp-time approval form. Where possible, this additional work time should be accounted for by adjusting their work schedule in the same workweek (Thursday – Wednesday). When this is not possible a comp-time approval form will be needed.
Spend-down of Compensatory Time: The maximum accrual threshold for individual employee compensatory time balances will incrementally regress in the months prior to May 31.