Work Schedule Policies and Procedures
The following information is provided to assist supervisors and employees in determining work schedules at the University Libraries.
Standard Work Week
The standard work week for non-administrative, nonexempt classified staff employees (i.e., those paid biweekly) at the University is 40 hours, from 12:00 a.m. Thursday through 11:59 p.m. on Wednesday. Hours worked are recorded in the My Time (Kronos) payroll system. The Libraries’ regular business hours are 8:00 a.m. to 5:00 p.m., Monday through Friday.
Libraries' faculty (i.e., contract faculty) and administrative, exempt classified staff (i.e., monthly paid staff) also normally maintain a 40 hour work week. Adjustments for time worked over 40 hours per week for the purpose of accomplishing work-related responsibilities (e.g. primary position responsibilities, special projects, committee assignments, or due to staff shortages, etc.) will be agreed upon by the individuals involved based on individual and departmental needs.
Flexible Work Schedules
In some Libraries’ departments, services provided require expanded hours of operation while other departments maintain the standard 8:00 a.m. to 5:00 p.m. schedule. In these departments, employees’ work schedules may vary from the standard work week. Typically, these flexible schedules are between 7:00 a.m. and 7:00 p.m., Monday through Friday. Each work day should be 8 hours including a lunch period of 30 minutes to one hour (e.g., 7:30 a.m. - 4:30 p.m. with an hour for lunch). Flexible work schedules are normally included in the position description and job postings.
Flextime Requests for Classified Staff
Flextime is a work concept in which supervisors and employees develop a schedule that permits flexibility in the employee’s work schedule to address business needs. It is not an employee entitlement, and must be approved by the supervisor and department head. Flextime schedules are not appropriate for all job situations and can be terminated by the supervisor at any time. A flextime schedule is appropriate only when the work schedule is beneficial to the Libraries and to the University.
If considering implementing a flextime schedule, Libraries’ supervisors and department heads must consider the workload, flow of work, impact on quality, safety, and security of personnel as they relate to the mission and objectives of the department. Supervisors and department heads must ensure at least minimal coverage from 8:00 a.m. to 5:00 p.m. including the lunch periods, as appropriate. Generally, core hours (i.e., 9:00 a.m. to 3:00 p.m.) must be included in the work schedule. Alternative work schedules must be designed so that adequate supervision is provided.
Types of Flextime
- Routine Scheduled Flextime: Flex schedules should be based on business needs. The department head may request routine flextime schedules, typically between 7:00 a.m. and 7:00 pm Monday through Friday. Each work day should be 8 hours including a lunch period of 30 minutes to one hour (e.g., 7:30 - 4:30 with an hour for lunch). Employees must follow the established schedule or be placed on leave or leave without pay.
- Non-Routine (Temporary/Limited) Flexible Schedules: Departments may have a need to alter employee work schedules on a temporary or limited basis due to business needs or conditions. For example, the supervisor may wish to alter an employee’s or a unit’s schedule to work a ten-hour day and then assign the employee or unit to work six hours on another day to ensure that a forty-hour work week is worked and to avoid the payment of overtime to nonexempt employees. Non-routine flex schedules may be planned during seasonal peaks in workload or due to emerging business needs. Employees must follow the established schedule or be placed on leave or leave without pay.
- Compressed Work Week Schedules: Departments may wish to implement a compressed work week schedule (i.e., four ten-hour days). If more than 25% of the regular full-time and part-time salaried staff will fall under such a compressed work week schedule, the Libraries’ administration would be required to make a written request for approval (including the flextime schedule) to the appropriate Vice President or designee.
- Supervisor must complete the Flextime Request form.
- Form must be signed by affected employee(s), supervisor, and department head.
- Signed form is then sent to the Libraries' Human Resources Department.
Overtime is time worked that results in an employee working more than 40 hours in a workweek. The Fair Labor Standards Act requires that employees be compensated for overtime hours. It is the Libraries’ policy that overtime hours may not be worked without prior approval unless due to an emergency situation. Employees must be compensated for overtime hours by one of the methods listed below. The Libraries’ preferred methods are to avoid an overtime situation by restructuring the employee’s schedule within the workweek or by allowing compensatory time to the employee.
- Option 1: Restructure the employee's schedule within the workweek in order to restrict the total hours worked to 40, thereby avoiding an overtime situation entirely. A Flextime Request form for a non-routine (temporary/limited) flexible schedule must be completed and submitted to the Libraries' Human Resources Department.
- Option 2: Allow the employee to accrue compensatory time off at a rate of one and one-half hours for every hour worked over 40 in that workweek. An Overtime Request and Authorization form must be completed with final approval by the Director of Administrative Services. Compensatory time must be recorded in the Kronos payroll system.
- Option 3: Record the hours in the Kronos payroll system as actually worked and pay the employee at one and one-half times their standard rate of pay for all hours worked in excess of 40 in that workweek. An Overtime Request and Authorization form must be completed with final approval by the Director of Administrative Services.
NOTE: Coded time (e.g., annual leave, sick leave, compensatory time) does not count toward the 40-hour work requirement. So, if an employee took a day of annual leave at the beginning of the workweek, then had to work 12 hours on the last day of that same workweek, the employee would not be eligible for overtime hours, because they would have only "worked" a total of 36 hours for the workweek.
Supervisors are responsible for assigning, monitoring, and ensuring the reporting accuracy of both regular, overtime, and compensatory hours worked.
Exempt Employees (monthly)
The University is not obligated by law to provide compensatory time to exempt employees. However, a supervisor may award compensatory time if it is determined that the situation warrants such an action. This practice should be consistent across the unit and does not have to be on an hour-for-hour basis. Any time awarded but not used in this situation will not constitute a financial obligation to the University.
Nonexempt employees (i.e., biweekly) who are required to work six or more hours per day should be given an unpaid meal break of at least 30 minutes. During the meal period, the nonexempt employee must be completely relieved from duty; otherwise, he/she must be paid for work time. It is not necessary that employees leave their workstations, as long as they are completely freed from duties during the meal period. Supervisors determine the schedule for lunch breaks. Employees may not forego meal periods to accumulate extra time off in the future or to shorten the workday. Lunch periods for exempt employees are not required but are highly recommended. Lunch periods for faculty and monthly classified staff employees are not required, but are highly recommended.
If the work situation permits, a supervisor may authorize two 15-minute breaks, one in mid-morning and one in mid-afternoon. During the break period, employees may leave their work areas if they have the approval of their supervisors. Where it is necessary to have someone on duty at all times, care should be taken to ensure work assignments are covered. The needs of the job must be met first, and in some cases, breaks are not possible. When provided, breaks are paid time. Employees may not forego breaks to accumulate extra time off in the future or to shorten the workday.
Other Time Considered as Work Time
- Attendance at Libraries' committees, University committees, and other similarly approved activities.
- Attendance at Libraries, UGA Human Resources, and other campus training and development activities
- Attendance at professional conferences
- Attendance at Libraries-sponsored and up to five University-sponsored academic events per semester.
Attendance must be mutually acceptable to employee and supervisor. If all members of a unit wish to attend the same event, then priority will be at the supervisor's discretion.
To view the complete UGA policies, please go to the following pages in the Finance & Administration Policies and Procedures: