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OVERTIME Powered By Docstoc
					                                                                        Section 2.1: Overtime

1.     Definition

       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

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

5.       Claims

         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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       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.

7.     Limits

       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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