Section 2.1: Overtime
It is not the University's intention to encourage regular overtime working. The culture
within the University of Gloucestershire discourages long hours working. Staff will not
be required except by arrangement to work overtime.
Overtime means hours worked which are over and above the hours per week or per
year which are within the member of staff’s written statement of particulars of
employment (normally referred to as the “contract”).
Additional time worked of less than 15 minutes does not attract overtime. Overtime
pay is not payable to support staff graded 7 and above but time off in lieu on a time
for time basis may be agreed for certain activities which have been approved in
The position for staff on the academic contract is defined in Section 1.7 ‘Guidelines
for the Determination of the Duties of Academic Staff (Lecturers, Researchers and
Managers) in paragraph 18.104.22.168.
2. Full-time Members of Staff
Full-time members of staff will not normally be paid overtime and should take time off
in lieu of additional hours worked and preferably in the following week, although it is
acknowledged that this may not always be possible. Permission for the payment of
overtime for full-time members of support staff graded 1-6 must be gained in advance
from the authorised senior manager in the department concerned. Authorised
overtime claim forms should then be forwarded to the Pay and Benefits Section in the
Financial Operations Section of the Finance and Planning Department after the
overtime has taken place.
3. Proportional Post-holders and Hourly Paid Contracts
Part-time members of staff who are on fractional (proportional) contracts may claim
for additional hours worked by agreement with their line manager up to the equivalent
of a full-time appointment i.e. 37 hours per week. On-going additional work for a
fractional member of staff would normally result in an increase to the fraction (either
permanently or fixed term dependent upon the nature of the work).
Circumstances would not normally arise in which an hourly paid member of staff
would be considered as being on ‘overtime’. Contract hours would be increased to
accommodate additional work, and the arrangements for conversion to a fractional
appointment would apply (see Section 2.2 ‘Part-time (Hourly Paid) Staff paragraph 4.
in this Handbook).
Enhanced overtime rates for part-time members of staff (see paragraph 4. below) are
only available in the same circumstances in which a full-time member of staff would
qualify. This requires that a full working week for a full-time employee (37 hours) will
be worked by a part-time employee before enhancements apply.
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Section 2.1: Overtime
4. Weekend and Statutory/University Holiday Working
Overtime, which is expressly requested (this includes asking for volunteers) by the
line manager or where applicable operational manager and is worked on a Saturday,
may be paid at time and a half, or time off in lieu may be taken as time and half. If
hour-for-hour time off in lieu is granted during the normal week for Saturday working,
an additional claim for overtime may be made equivalent to half-time pay. The
equivalent rate for Sunday working is double time, and for required
Statutory/University holiday working is treble time. The rate of pay is determined by
the day on which overtime begins.
Day Overtime Rates
Monday - Saturday Time and a half
Sunday Double Time
Statutory/University Holiday Working Treble Time
The expectation is that time off in lieu is the norm, however, by agreement a balance
of time off in lieu or payment may be made.
Where weekend, or evening working is specified as part of the “contract” including
rostered working this is not classed as overtime, except where circumstances dictate
that the member of staff has already completed their full hours for that week. For time
worked during these periods within the normal hours different rates may apply (see
Section 1.8 ‘Hours of Work’ in this Handbook).
All Statutory and University Holiday working is voluntary unless such working is
expressly stated in an individual’s contract. Where members of support staff work on
a statutory or University Holiday, in addition to the normal pay for that day this should
be recognised by time off in lieu (at double time). Where circumstances dictate that
the member of staff has already completed their full hours for that week, overtime
rates should apply. This applies regardless of whether such working is stated in an
individual’s contract; either time off in lieu or pay must be given.
If staff choose to work overtime at the weekends, no additional payment can be
made nor additional equivalent time taken because it is a weekend. Normal time off
in lieu is applicable.
All staff have the right to refuse to do overtime not included in their contract of
Claims for payment for overtime should be made on the correct overtime sheets. The
bottom pink copy should be retained by the department, and the white copy sent to
the Pay and Benefits Section in the Financial Operations Section of the Finance and
Planning Department by the 15th of the month for payment at the end of the month.
Claims can only be made retrospectively.
6. Training and Development Activities
Training and development activities or exhibitions/seminars which are work related
and accommodated in hours within the “contract” do not qualify for time off in lieu or
overtime. Where the required activities, including travel time, are over and above the
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Section 2.1: Overtime
hours in the “contract”, consideration will be given by the line manager or where
appropriate operational manager to the taking of time off in lieu. This should be
discussed and agreed before the activity.
Time off in lieu or overtime will not be given for residential conferences/exhibitions or
courses that include overnight accommodation, or for attendance at courses resulting
in a qualification solely to the benefit of the member of staff.
Overtime sheets should not be used (except by prior arrangement with the Head of
Finance and Planning Department):
(a) for hours additional to the maximum of one full-time equivalent post in any
(b) for more than 3 weeks in any month, for one individual member of staff;
(c) for more than 45 hours in any month, for one individual member of staff.
If hours in excess of the above are required, a part-time (hourly-paid) contract form
should be completed, and sent to the Personnel and Staff Development Department
for issue to the member of staff employed. Payment arrangements for staff on part-
time hourly rate contracts are explained in Section 2.2 in this Handbook.
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