The following procedures and guidelines are intended to assist with determining when and how to approve compensatory time for employees covered by the collective bargaining agreement (CBA or contract) between the University of Connecticut (University) and the UCPEA.
Earning, Recording, and Using Compensatory Time
This advice refers to compensatory time governed by Article 18 of the CBA between the University and the UCPEA but does not apply to positions covered by Article 18.5.
FLSA Non-Exempt Employees (Article 18.1):
Non-exempt employees who are covered by the UCPEA contract shall be paid their regular rate of pay for each hour worked up to 40 hours in a workweek and will receive compensatory time for hours worked in excess of 40 hours in a workweek. Compensatory time for non-exempt employees shall be in accordance with the Federal Fair Labor Standard Act (FLSA).
FLSA Exempt Employees (Article 18.2):
Exempt employees, not including those listed in Article 18.5, may be required to work hours beyond their regularly-scheduled workweek. In that situation, the following procedures shall be followed.
- The first supervisor outside of the UCPEA bargaining unit must provide written confirmation to the employee of the requirement to work hours beyond their regularly-scheduled workweek.
- Prior to working hours beyond their regularly-scheduled workweek, the employee must complete the Compensatory Time Authorization Form, which must be approved by the first supervisor outside of the UCPEA bargaining unit. The completed form shall be retained by the supervisor for not less than one year for audit purposes.
- The employee must flex the first 5 hours worked through a reduction in their schedule within the same time period. The supervisor must indicate on the form the hours that the employee shall reduce their schedule within the same pay period and/or the hours of compensatory time they are approved to accrue if they are unable to flex all or a portion of the hours worked in the same pay period.
- If business or operational needs do not allow a reduction in schedule within the same pay period, or if the hours worked exceeds 5 hours in a pay period, the first supervisor outside of the UCPEA bargaining unit may instead authorize the employee to accrue compensatory time for the number of hours they were unable to flex.
- All compensatory time must be recorded on the employee’s leave record as it is earned and when it is used.
- All compensatory time must be utilized within two years of being earned at times mutually agreeable to the employee and the supervisor.
- Each instance of compensatory time must be approved in writing. Blanket authorization forms will not be approved.
- If the employee is choosing or volunteering to put in extra hours, compensatory time should not be authorized.
- Compensatory time is not authorized for travel or for time sleeping at a remote location as these activities are not work.
- Compensatory time should not be authorized for voluntary attendance at games, conferences, banquets, parades or similar events. If an event occurs outside regular working hours and the employee is required to attend as part of their duties, compensatory time may be approved.
- Compensatory time may be approved after it has been earned in emergency or urgent situations. A written record of the event with an explanation of why prior approval was not received must accompany requests for retroactive compensatory time.
Payout of Compensatory Time (Article 18.3):
In accordance with Article 18.3 of the UCPEA contract, employees will make every effort to request the utilization of accrued compensatory time and supervisors are encouraged to approve these requests whenever business needs permit. If an individual employee’s accumulation exceeds a balance of 140 hours, management may request to pay for the time over 100 hours up to a maximum of 40 hours at a time. Management requesting such a payout for an employee must provide a written justification and budget approval to the Executive Director of Employee Relations, who has the final authority to approve or deny the payout request. Such requests should be emailed to firstname.lastname@example.org. The manager’s justification must explain the extenuating circumstances that made it impossible or impractical for the employee to use accrued compensatory time. Management may request a payout for individual employees no more than once per calendar quarter.
Required Form: The Authorization for Payment of Earned Compensatory Time for Employees Covered by the UCPEA Collective Bargaining Agreement form must be completed and approved by the first supervisor outside UCPEA. Supervisors must retain a copy of this completed form for not less than one year for audit purposes.
Questions may be referred to the Office of Faculty and Staff Labor Relations at email@example.com.