Isothermal Community College

Learning College Manual

Human Resources

Compensatory Leave

I. Overtime Pay

No overtime pay shall be granted to employees from state or local funds budgeted to the College without the President’s prior written approval or if required by law. In lieu of overtime pay and in accordance with this policy, equivalent compensatory leave may be granted for overtime work, or the College may pro-rate compensation.

II. Compensatory Leave for Non-Exempt Employees

The following rules apply to all non-exempt employees regarding the accrual and use of compensatory leave:

  1. The immediate supervisor must approve all time over 37.5 hours worked by an employee prior to the employee working overtime.
  2. Non-exempt employees shall receive compensatory time for all hours worked over 37.5 hours in a week at a rate of: a) no more than one (1) times those hours worked between 37.5 and 40 hours; and b) no more than one and one-half (1.5) times those hours worked above 40 hours. The College week begins on Sunday at 12:01 a.m.
  3. The maximum amount of compensatory time a non-exempt employee may carry on his/her leave record is 75 hours, except under extreme circumstances and with the approval of the non-exempt employee’s immediate supervisor and appropriate Dean and Vice President. It is the responsibility of the non-exempt employee’s immediate supervisor to schedule work assignments to ensure that the non-exempt employee’s compensatory time does not exceed 75 hours. All non-exempt employee leave records will be maintained in the Business Office.
  4. Compensatory hours must be taken within twelve months of being earned or prior to December 31st. Exceptions may be granted by the employee’s immediate supervisor and appropriate Dean and Vice President, who shall notify the Business Office. An employee is required to use compensatory leave prior to using annual, bonus, or sick leave in order to meet the requirements of this subsection.
  5. Holidays, sick hours, vacation hours, compensatory hours and other leave hours granted by the College taken may not be counted toward the 37.5 hour week in order to accumulate compensatory time.
  6. The immediate supervisor must approve the use of compensatory leave used by a non-exempt employee. A non-exempt employee who has accrued compensatory time and requests the use of such time must be permitted to take the time within a reasonable period after making the request, if the use of the compensatory time does not unduly disrupt the operations of the institution.
  7. At the discretion of the employee’s immediate supervisor and appropriate Dean and Vice President, a non-exempt employee who is required to work on an announced holiday shall accrue compensatory time for the number of hours worked on that day but not to exceed the non-exempt employee’s regularly scheduled work hours.
  8. In the event of termination of employment the employee must, to the extent possible, exhaust all compensatory time before the last day of employment. If the employee holds compensatory time after termination of employment, such time will be paid to the employee in accordance with the Fair Labor Standards Act and federal regulations. Compensatory time may not be used to extend dates of retirement, resignation or other forms of severance from the College.
  9. Compensatory leave shall be accumulated in quarter hours. The College shall round up to the nearest quarter hour when calculating compensatory leave.
  10. Any work from home is not allowed to be counted as part of the 37.5 workweek and/or compensatory leave unless pre-approved by the immediate supervisor and appropriate Dean and Vice President.

III.    Compensatory Leave for Exempt Employees

The following rules shall apply to exempt employees except for faculty and instructional paraprofessionals:

  1. The immediate supervisor must approve all time over 37.5 hours worked by an employee prior to the employee working overtime. The rate of compensatory time is one (1) times the hours worked for all hours above the 37.5 hours week.
  2. The maximum amount of compensatory time an employee may carry on his/her leave record is 75 hours, except under extreme circumstances and with the approval of the employee’s immediate supervisor and appropriate Dean and Vice President. It is the responsibility of the exempt employee’s immediate supervisor to schedule work assignments to ensure that the exempt employee’s compensatory time does not exceed 75 hours. All exempt employees are responsible for keeping a record of his/her compensatory time. Each exempt employee is responsible for maintaining this record and producing for audit upon request. The Business Office will maintain a log of the monthly compensatory balances on exempt employees.
  3. Compensatory hours must be taken by the end of the calendar year (December 31).  Exceptions may be granted by the employee’s immediate supervisor and appropriate Dean and Vice President, who shall notify the Business Office. An employee is required to use compensatory leave prior to using annual, bonus, or sick leave in order to meet the requirements of this subsection.  All earned compensatory time shall be forfeited at the end of the calendar year (December 31) unless otherwise approved by the employee’s appropriate Vice President and the President.
  4. Holidays, sick hours, vacation hours, compensatory hours and other leave hours as granted by the College taken may not be counted toward the 37.5 hour work week in order to accumulate compensatory time.
  5. The immediate supervisor must approve the use of compensatory time used by an exempt employee. An exempt employee who has accrued compensatory time and requests the use of such time must be permitted to take the time within a reasonable period after making the request, if the use of the compensatory time does not unduly disrupt the operations of the institution.
  6. At the discretion of the employee’s immediate supervisor and appropriate Dean and Vice President, an employee who is required to work on an announced holiday shall accrue compensatory time for the number of hours worked on that day but not to exceed the employee’s regularly scheduled work hours.
  7. Compensatory leave shall be accumulated in quarter hours. The College shall round up to the nearest quarter hour when calculating compensatory leave.
  8. Upon termination of employment, for any reason, exempt employees shall not be paid for their compensatory time. Compensatory time may not be used to extend dates of retirement, resignation or other forms of severance from the College.
  9. Any work from home is not allowed to be counted as part of the 37.5 workweek and/or compensatory leave unless pre-approved by the immediate supervisor and appropriate Dean and Vice President.

Policy No: 302-03-04BP

Adopted:  June 29, 2010
Amended:  May 24, 2011, September 11, 2012