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Related Policy


Compensation– Wages/Overtime/Compensatory Time –Unclassified Administrative Staff

Determining Eligibility (MUPIM 4.1.A)

Full-time unclassified administrative staff are expected to work at least 40 hours per week and may need to work more than 40 hours per week to fulfill their employment responsibilities. The Fair Labor Standards Act (FLSA) requires the University to pay some unclassified staff overtime pay in the amount of 1.5 times the employee's regular pay rate for all hours worked over 40 hours in a workweek or to provide them with compensatory time off. The University workweek begins at 12.00.01a.m. on Saturday and ends at 12.00.00 p.m. midnight on Friday. The positions that are covered by FLSA overtime regulations are called “non-exempt” or “overtime eligible."

Salaried positions that meet certain criteria are exempt from the FLSA's overtime requirements. Unclassified administrative staff in overtime exempt positions are not eligible for and do not receive overtime payment or compensatory time off. The FLSA overtime eligibility status of a position is established at the time it is created and may be reviewed if the duties or pay changes.

The Department of Human Resources and Academic Personnel Services are responsible for determining the overtime eligibility status for all positions.

Reporting Time Worked (MUPIM 4.1.B)

All overtime-eligible employees are required to maintain accurate records of time worked. The University uses an electronic time-reporting system, and overtime-eligible employees are required to use this system unless a different method is approved in writing by the appropriate personnel office. All overtime-eligible employees are paid on the University’s bi-weekly payroll.

Any employee who falsifies a time record is subject to disciplinary action, up to and including termination of employment. Supervisors are responsible for reviewing, approving, and correcting reported time and for ensuring that all records are current and accurate. Supervisors are required to communicate any changes to the employee in writing or have a written request from the employee to change the time record. 

Working Overtime (MUPIM 4.1.C)

Overtime-eligible employees must obtain approval from their supervisor to work more than 40 hours in any workweek. Overtime-eligible employees will be paid for all hours worked whether overtime has been approved or not. However, employees who work overtime hours without their supervisor’s approval are subject to disciplinary action, up to and including termination of employment.

Overtime Pay (MUPIM 4.1.D)

Overtime-eligible employees will be paid 1.5 times their regular pay rate for hours worked in excess of 40 in a workweek. Paid time that is not actually worked, including (but not limited to) vacation, sick leave, and holidays, does not apply toward the calculation of overtime.

An overtime-eligible employee who works in more than one appointment to achieve full-time status during a workweek will have the hours worked in all positions combined to calculate the total hours worked. Overtime-eligible employees with a full-time appointment may not have an additional appointment.

No employee is eligible for overtime or compensatory time unless the employee actually works in excess of 40 hours per workweek.

Some divisions are not funded for or do not have sufficient funds to pay for all needed overtime work. As a result some divisions and departments have adopted mandatory compensatory time policies. In all other divisions and departments, overtime work that is needed but not funded may be offered to—but not required of—an employee, contingent on the employee's willingness to accept compensatory time instead of overtime payment. Overtime accepted on a contingent basis must be documented in writing using the Contingent Overtime Agreement Template.

Compensatory Time (MUPIM 4.1.E)

It is University policy that all overtime eligible unclassified employees in the Division of Intercollegiate Athletics, Recreational Sports Center and Goggin Ice Center receive compensatory time off instead of overtime payment. In all other divisions, an employee may elect to receive compensatory time instead of overtime payment. Compensatory time is earned at the rate of 1.5 hours of compensatory time for each overtime hour worked. Compensatory time is tracked in the University’s time-reporting system.

Employees may accumulate up to 240 hours of compensatory time. The 240-hour limit represents 160 hours of actual overtime worked. If an employee has an accrued balance of 240 hours of compensatory time, the employee cannot earn more compensatory time and the University will pay overtime for the additional overtime hours worked.

Compensatory time must be earned before it is taken and may be used at the discretion of the employee, subject to the supervisor’s approval. The supervisor may not deny the request to use compensatory time unless it would unduly disrupt operations. Compensatory time should be taken in one-half day (4 hour) increments. A supervisor may require employees to take compensatory time off to reduce compensatory time balances unless doing so would cause the employee to forfeit vacation accrual. Supervisors should give as much advance notice as possible to employees when requiring the use of compensatory time.

For the purpose of computing overtime, compensatory time, when taken, is not counted as hours worked.

Payout of Compensatory Time (MUPIM 4.1.F)

Upon transfer to an FLSA-exempt position, retirement, resignation or termination, payment for all accumulated but unused compensatory time will be made in a lump-sum payment. Unused compensatory time is paid at the employee’s regular rate at the time of payment.

Volunteer Work (MUPIM 4.1.G)

An overtime-eligible employee cannot "volunteer" to do extra work in the department in order to get the work accomplished.

Supplemental Work (MUPIM 4.1.H)

An overtime-eligible employee with a full-time appointment may not have an additional appointment.


FLSA Time Sheet

FLSA Time Sheet Form [XLSX]


Contingent Overtime Agreement Template

The Contingent Overtime Agreement may be used to offer an overtime eligible employee the opportunity to work overtime, contingent upon the employee’s willingness to accept compensatory time accrual instead of payment. The employee’s acceptance of this offer must be completely voluntary. No adverse action may be taken against an employee for refusing a contingent overtime offer. Questions about the use of the Contingent Overtime Agreement should be directed to Human Resources or Academic Personnel Services.

The following text for a Contingent Overtime Agreement may be copied for departmental use:

I understand that in accordance with the provisions of the Fair Labor Standards Act, Miami University, with supervisory approval, allows employees to accrue compensatory time off work instead of receiving payment for overtime hours worked.

I understand that I have been offered the opportunity to work overtime on (INSERT SPECIFIC DATE(S) or DATE(S) and DAYS/HOURS) and that if I accept the overtime assignment I will accumulate compensatory time at the rate of one and one-half hours for each overtime hour worked. I also understand that accumulated compensatory time must be used or paid in accordance with University policy and applicable law. I have had an opportunity to review the information about overtime eligibility and overtime on the University’s website-www.miamioh.edu/flsa.


Employee Name                                            Date