Hours of Work

DHRM Policy 1.25 – Hours of Work http://www.dhrm.virginia.gov/docs/default-source/hrpolicy/pol1_25hoursofwork.pdf?sfvrsn=2

Regular

The standard workday is 8 hours. Unless otherwise indicated, official statements including policy and handbook references to “workday” mean an 8-hour period. If an employee works an alternate schedule, remember that official statements generally assume 8-hour days.

Regular hours for employees in administrative offices are 8:00 a.m. to 5:00 p.m. Monday through Friday, with one hour per day for lunch.

For most jobs, an unpaid lunch break of 30 to 60 minutes is required. The supervisor will schedule this for the employee. In addition, supervisors may provide two 15-minute breaks, one morning and one afternoon, which are part of the paid day. These breaks are optional and may not be used to cover missed time or to extend the lunch period.

Employees are expected to adhere to their assigned work schedules, take breaks and lunch periods as authorized, notify their supervisors as soon as possible if they are unable to adhere to their schedules, such as late arrivals or early departures, and work overtime hours when required by management.

Alternate Work Schedules

DHRM Policy 1.25 – Hours of Work http://www.dhrm.virginia.gov/hrpolicy/web/pol1_25.html

Alternate work schedules are encouraged to implement schedules that differ from the standard workweek provided such schedules do not impede efficiency of operations or increase overtime liability. Alternative work schedules are also encouraged to facilitate or reduce employees’ commuting time. Supervisors may contact the Office of Human Resources for guidance or assistance in implementing alternative work schedules.

The University has some shift workers whose work schedules vary from those noted above.  A lunch break shall be taken at a time which will assure the continuity of necessary services.  Work hours differing from the above may be assigned by the supervisor to wage and supplemental part-time employees.

Assignment to an alternative work schedule does not affect the total number of hours an employee is scheduled to work.

Alternative work schedules should be documented in an agreement that includes:

  • The alternative work schedule and how it might be changed;
  • The duration of the agreement/schedule;
  • How leave and holidays will be managed; and
  • How emergency or weather-related closings will be managed.

Supervisors and management may terminate alternative work schedule agreements at any time. Advance notice is encouraged, but not required.

Annual Maximum

This section applies to wage and supplemental part-time employees only.

Wage and other supplemental part-time employees may not  exceed more 1500 hours total or more than 29 hours per week on average on a yearly basis beginning May 1 of each year.  Employee schedules may vary from week to week to meet business needs, provided the average number of hours over the course of the twelve month period, May 1-April 30 does not exceed 29 hours per week.  Employee hours will be tracked by the offices of Payroll and Human Resources.

When a wage or other supplemental part time employee reaches 1500 work hours beginning on or after May 1 and before April 30, the employee must not be allowed to work again until the next May 1.  There will be no exceptions to the 1500 hour limit. 

Overtime

This section applies to classified, wage, and supplemental part-time employees.

DHRM Policy 3.15 – Overtime Leave http://www.dhrm.virginia.gov/hrpolicy/web/pol3_15.html
DHRM Policy 1.25 – Hours of Work http://www.dhrm.virginia.gov/hrpolicy/web/pol1_25.html
DHRM Policy 2.20 – Hiring Policy http://www.dhrm.virginia.gov/hrpolicy/policy/pol2_10Hiring.pdf
UMW Policy – Overtime Pay and Compensatory Leave http://www.boarddocs.com/va/umw/Board.nsf/goto?open&id=8NTJ8N4BF8C0

Under the provisions of the Fair Labor Standards Act (FLSA) non-exempt employees must be paid at the time and one-half overtime rate for those hours physically worked over forty within a seven calendar day workweek. The workweek established by UMW is from 12:01 a.m. Monday through midnight on Sunday. Normally, forty hours are scheduled over the five-day period, Monday through Friday. Full-time classified employees are required to work a minimum of forty hours in a workweek or use personal leave. Some FLSA exempt employees may be compensated with hour-for-hour compensatory leave for hours physically worked over forty within one workweek .

Wage employees are nonexempt under the Fair Labor Standards Act and are eligible for overtime compensation.  They are paid overtime at time and one-half their regular rate for hours exceeding 40 during a work week.  Overtime must be approved in advance.  Wage employees may not exceed 29 hours per week on average per year (May 1 – April 30).

It is the University of Mary Washington’s policy to compensate non-exempt employees in overtime pay, not overtime leave.