“Compensated time," or “comp time,” refers to time an employee works in excess of his or her scheduled hours, for which time off will be taken at a later time.  Comp time differs from flex time in that comp time applies to discrete, planned events, involving a short-term deviation from the normal schedule, such as for a scheduled doctor’s appointment.  For definitions and policies on flex time, refer to that policy statement.  This policy does not apply to professionals or those required to be on call 24/7.

Comp time issues arise in two contexts: when the employee voluntarily accrues comp time at his or her own initiative, and when the employee accrues comp time because of job requirements or at supervisor direction.  The policies for comp time differ according to the manner in which it accrues:

A. Voluntary Comp Time

In order to make the work environment responsive to the needs of the personal lives of its employees, the law library allows employees to shift, at their own discretion, a small number of hours.  Voluntary comp time is compensated on a one-for-one basis, and must conform to the following guidelines:

1. Comp time may be voluntarily accrued only for discrete, specific purposes, planned and approved in advance of the accrual, and must always be with the prior approval of the supervisor.  Voluntary comp time may not be “generic” or unassigned, or collected indefinitely awaiting use.

2. Comp time must be accrued and approved in advance of its planned application.  The employee cannot take leave first, with the intent of making it up later.

3. Comp time must be expended at the time intended, unless circumstances beyond the employee’s control prevent it (e.g., the scheduled event or appointment was cancelled by someone other than the employee).  In this circumstance the accrued time must be used within a reasonable timeframe to be agreed upon mutually by the employee and supervisor.

4. Comp time should only be applied to extend regular vacation time if the employee has exhausted the hours in that benefit.  It is the responsibility of the employee to accurately track the leave they have accumulated, and the comp time they require, so that they do not accrue comp time in excess of that required.

The use of comp time shall comply with all of the standard policies and procedures governing leave.  Unused comp time is never to be considered a monetarily compensable liability for the library, law school, or university.
 

B. Required Comp Time

At times comp time will be accrued when (a) the employee’s supervisor requires the employee to work over 40-hour/week to perform specific necessary tasks; or (b) the employee works additional time without specific direction, but in compliance with established expectations, in order to fulfill an essential job duty that cannot be deferred.  This category of comp time is available only to hourly employees (non-exempt), and not salaried employees (exempt), and is compensated at time and one-half hours for every hour worked.  See University Administrative Policies & Procedures Manual.

Comp time in this category can be collected, but the employee cannot accrue totals greater than fifteen (15) hours.  Use of this comp time must be scheduled in advance, with the approval of the supervisor, as per the regular leave policy.  And in any event, must be expended by the end of the succeeding calendar quarter as per the University Administrative Policies & Procedures Manual.  It cannot be used to cover sudden or unexpected absences, for which ordinary sick and vacation time must be used.