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SA/PPS 04.04 - Compensatory Time for Exempt Student Affairs Staff

Compensatory Time for Exempt Student Affairs Staff

SA/PPS No. 04.04 (03.06)
Issue No. 4
Effective Date: 2/15/2019
Next Review Date: 11/01/2022 (E3Y)
Sr. Reviewer: Executive Assistant to the Vice President for Student Affairs

  1. POLICY STATEMENTS

    1. The purpose of this policy and procedures statement is to establish guidelines for the accrual, documentation, and use of compensatory time off by exempt staff in the Student Affairs Division at Texas State University.

    2. Exempt Student Affairs staff are generally expected to work until their tasks are completed, and will not typically be granted, on an hour-per-hour basis, permission to use compensatory time to take time away from work. However, it is recognized that in many cases, a great deal of compensatory time may be earned. In an effort to establish some balance, and recognize work-life issues, this policy has been developed to allow for guidelines under which compensatory time may be used to take time away from work.

    3. Exempt Student Affairs staff may accrue and use compensatory time as provided in UPPS No. 04.04.16, Overtime and Compensatory Time Policy, and through approval by the divisional vice president.

      1. The university would prefer to keep the combination of actual work hours and paid leave hours in excess of 40 per week for exempt employees to a minimum. However, the university recognizes, as a condition of employment, that all exempt positions are expected to work whatever hours are required, within any guidelines established by their supervisory chain of command, to meet the requirements of the position. Some positions may routinely have work schedules that exceed 40 hours per week.

      2. The divisional vice president will determine if and how the taking of state compensatory time by exempt employees for other than energy conservation days will be permitted. Each director will determine the departmental compensatory policy and submit to the divisional vice president on the date for approval as determined by the divisional vice president. Each director must share the departmental compensatory policy with exempt Student Affairs staff members at the beginning of each fiscal year.

      3. Exempt employees do not earn Fair Labor Standards Act (FLSA) overtime at time and one-half. They are only eligible to earn state compensatory time at a rate not to exceed one hour for one hour.

      4. At a minimum, state compensatory time earned and taken must be reported for all energy conservation days for all exempt employees. Hours earned and taken must be documented in the university SAP system.

      5. If state compensatory time for other than energy conservation days is permitted, any such hours taken must have been earned and documented in the university SAP system.

      6. Any state compensatory time taken off must have been earned within the immediately preceding 12-month period. Any time not taken within the 12-month time limit cannot be taken off and will be deleted from timekeeping records (Note: State law prohibits exempt employees from being paid for any unused state compensatory time).

      7. All state compensatory time off is at the discretion of the supervisor within the state compensatory time off policy approved by the divisional vice president. Any time taken should be at a time that is mutually agreeable to both the employee and supervisor (Note: While state compensatory time off is to be taken on a mutually agreeable basis, supervisors and directors have total discretion to vary an employee’s work schedule during the university’s workweek to avoid accrual of state compensatory time).

      8. When an exempt employee is authorized to work on an official university holiday, the employee must be granted state compensatory time off for all hours worked during the holiday. Such state compensatory time must be taken within the 12-month period following the date of the holiday worked.

      9. An exempt employee who is in an on-call status and who is called back to work during hours other than the employee’s regular work hours may receive compensatory time for such hours as stipulated in UPPS No. 04.04.16, Overtime and Compensatory Time Policy. Travel time to and from work during such on-call is not considered work time.

      10. Human Resources will monitor exempt employee state compensatory hours earned and taken.

      11. The recording of exempt employee state compensatory hours does not guarantee or create an obligation that any state compensatory time off for these hours must be granted, with the exception of energy conservation days.

      12. All state compensatory time is at the discretion of the supervisor. Both the employee and the supervisor must agree on any time taken.

    4. Time off using compensatory time will not exceed three consecutive days excluding energy conservation days.

  2. PROCEDURES FOR ACCRUAL AND USE OF COMPENSATORY TIME

    1. The accrual and use of compensatory time must be pre-approved by the employee’s supervisor. Department directors are the approval authority for the exempt Student Affairs staff in their departments. Associate or assistant vice presidents are the approval authority for the exempt Student Affairs staff that report to them directly. The vice president for Student Affairs is the approval authority for individuals that report directly to him or her.

    2. Accrual of compensatory time must be documented in the employee’s university leave record within the SAP system.

    3. Within departments, policies may be established that allow accrual of compensatory time in conjunction with certain events outside the normal department work schedule or sponsorship by the department (e.g., Bobcat Days, Bobcat Preview, Homecoming events, commencement) required university or division activities.

    4. Work-related social events (e.g., the LBJ Picnic), departmental, or divisional events will not be considered as opportunities to accrue compensatory time. However, exceptions might include social events that require staff members to work after normal work hours, such as members of the Community Staff Development Team and working at the Student Affairs Picnic, in which case, these individuals might receive prior approval to accrue compensatory time. Participation by all other employees is considered voluntary in nature.

    5. Participation in events such as the Special Olympics, Bobcat Bonanza, Athletic Spirit Rallies, etc., will be considered voluntary and will not be considered as opportunities to accrue compensatory time. These events will require the use of vacation or compensatory time for work time that is missed. However, in some instances, participation in this type of event is recognized as a part of the job duties of certain individuals. In these instances, at the discretion of the appropriate director, accrual of compensatory time may be authorized.

    6. As a general rule, attendance at a professional conference will not provide an occasion for accrual of compensatory time. An exception to this might be a situation wherein the staff member is required to work at the conference as a representative of Texas State. In any case, the employee’s director must approve any involvement before the commitment has been made to work at the conference.

  3. REVIEWERS OF THIS PPS

    1. Reviewers of this PPS include the following:

      Position Date
      Executive Assistant to the Vice President for Student Affairs November 1 E3Y
      Director, Retention, Management, and Planning November 1 E3Y
      Director, Student Health Center November 1 E3Y
      Director, Campus Recreation November 1 E3Y
      Director, Housing and Residential Life November 1 E3Y
      Director, Career Services November 1 E3Y
      Director, Counseling Center November 1 E3Y
      Director, Disability Services November 1 E3Y
      Director, LBJ Student Center November 1 E3Y
      Associate Vice President for Student Affairs and Dean of Students November 1 E3Y
      Assistant Vice President for Student Affairs and Director, Student Diversity and Inclusion November 1 E3Y
      Vice President for Student Affairs November 1 E3Y
  4. CERTIFICATION STATEMENT

    This PPS has been approved by the following individuals in their official capacities and represent Texas State Student Affairs policy and procedure from the date of this document until superseded.

    Executive Assistant to the Vice President for Student Affairs; senior reviewer of this PPS

    Vice President for Student Affairs