Managers should use the following guidelines when determining whether to approve a request by an employee who is a member of the University of Connecticut Professional Employees Association (UCPEA) to earn compensatory time under Article 18 of the collective bargaining agreement between the University and the UCPEA.
Eligibility for Compensatory Time
An exempt employee will earn compensatory (comp) time when:
- The employee is required to work extraordinary hours; and,
- The extraordinary hours to be worked are with prior approval of a supervisor outside the bargaining unit.
Comp time earned is equal to the extraordinary hours worked.
- The employee and the first manager (or designee) outside the bargaining unit jointly complete a standard approval form.
- The comp time worked must be recorded on the employee’s leave record as it is earned; and,
- All time must be utilized within three years of being earned at times mutually agreeable to the employee and the supervisor.
Non-exempt Employee Who Earn Comp Time:
Non-exempt employees who are members of UCPEA shall be paid their regular rate of pay for each hour worked up to 40 in a workweek and will receive comp time for hours worked in excess of 40 in a workweek. (Memo of Agreement # 11)
“Extraordinary” hours are defined as “Going beyond what is usual, regular, common or customary; not following the general norm; or, exceptional to a very marked extent.”
Understanding the meaning of extraordinary and the application of its meaning within the context of what warrants compensatory time is critical. As managers, it is important to:
- Understand and pay attention to the working condition of the employees. Recognize that you have a responsibility for those working conditions. Know the culture of your workplace.
- Communicate to your employees the division/department/unit’s policies that affect the working conditions within the framework of the University’s policy and within the context of contract. This communication is ongoing and requires feedback from employees.
- Work within a consistent framework for those conditions – consistency is the operative work. Consistency should be the overall guide you use for making decisions that affect the workplace.
- Understand that unusual and difficult situations will arise. Resolving those situations within the establish framework will be critical in managing the work environment effectively.
- Be careful that compensatory time requests are not reflective of another problem in the organization.
- Was advanced notice and approval given to adjust employee’s schedule to complete a required task that is normally outside what is expected in the job?
- Is it impossible to complete regular assignments of a job within a specified work day?
- Can the work be done during the employee’s normal work schedule or is the employee choosing or volunteering to put in extra hours? For example: The employee prefers to come in on the weekend to complete paperwork because it is quiet and there are no interruptions.
- Be sympathetic and be reasonable.
- Define nature of the work up front to employees.
- Assume the staff wants to do a good job.
- When in doubt, call Office of Faculty and Staff Labor Relations at 860-486-5684.