Overtime Procedure - Management Procedure

Purpose statement

This procedure outlines the terms and conditions for recognizing overtime hours worked by employees in management positions.

Scope

This procedure applies to all non-union employees who are in management positions, and does NOT include Supervisors.

Procedure

Compensation

1. All Commissioners and Directors will receive one (1) week of time in lieu in each calendar year in recognition of overtime hours worked.

2. All Managers who are required by their department or as part of their job, to attend meetings or are asked to perform work that must be completed outside of their normal working hours should, if possible, adjust their hours of work (flex their time) hour for hour, within the pay cycle in which the time is earned.

   If staff are unable to adjust their hours of work, time is to be banked up to a maximum of 105 hours each calendar year.  Staff are eligible to use the time as it is earned, up to a maximum of five days annually, as outlined:

   Hours Banked = Lieu Earned
   21 to 41 = 1 day
   42 to 62 = 2 days
   63 to 83 = 3 days
   84 to 104 = 4 days
   105 and over = 5 days
    
3. The Commissioner/Department Head may make a recommendation to the Director of Human Resources and the Chief Administrative Officer regarding the granting an additional five lieu days for excessive overtime. These days are in addition to those outlined in (2) above.  Eligibility for additional time in lieu days is based on circumstances such as:
   • Attending after hours public meetings on a regular basis
   • Attending committee and council meetings on a regular basis
   • Working beyond normal expectations on corporate initiatives
   • Temporary staff shortages
   • Any other unusual circumstances that may arise
     
     Excessive overtime must exceed 210 hours on an annual basis in order to be eligible for additional time in lieu days.
4. As directed by the C.A.O. or designate, managers who are called out to work for a considerable duration due to a work stoppage, strike, emergency or other unusual situation where life or property is threatened, will be paid overtime at the rate of time and one half based on the job they perform during such situations.

Terms and conditions

Commissioners/directors

1. The one (1) week of time in lieu awarded to commissioners and directors will be considered additional time above and beyond the employee’s vacation entitlement. The time in lieu taken will be recorded in accordance with the corporate procedure for time recording.  If any or all of these days are not taken during the calendar year, then carry-over to the subsequent calendar year is subject to the terms and conditions of the Time At and Away from Work Policy.

Managers

1. Work which qualifies as overtime includes required attendance at afterhours meetings (i.e.  council, committee, public information meetings) or with the director’s advanced approval working on special projects or events and any other unusual circumstances that may arise.
2. Work which does not qualify as overtime includes voluntarily remaining at work afterhours without direction or expectation of the manager, answering emails or voicemails afterhours or working for a period of less than thirty additional minutes per day.
3. All time in lieu hours accumulated and/or taken by Managers must be recorded and banked on the Employee Biweekly Exception Time Reporting sheet.
4. Managers involved in stand-by and call-in situations will receive the same monetary benefits as defined in the respective collective agreement for the employees they manage.  Note: more than one call-in within a 3 hour period will count and be paid as one call-in.
5. Overtime shall be kept to a minimum and should not form a regular part of the normal work schedule.
6. An employee will not receive time in lieu for overtime worked that is less than 30 minutes in any one day.
7. Managers who are required, as part of their job, to attend meetings or perform work that must be completed outside of their normal working hours are encouraged to adjust their hours of work rather than accumulate time in lieu.
8. An employee may claim overtime for meetings outside of their normal work schedule including:
   1. Actual travel time to a maximum of 30 minutes each way, if applicable;
   2. Reasonable set up time for the meeting if required;
   3. The time required to be in actual attendance at the meeting;
9. Travel time to and from training seminars and conferences outside of normal business hours does not qualify for overtime/time in lieu.
10. Working through lunch breaks or any other defined breaks as defined by the Employment Standards Act does not create an overtime situation.
11. Time in lieu is not paid out except when employment ceases.  Upon leaving the organization a maximum of 35 hours of banked time in lieu will be paid out to Managers.
12. Time in lieu must be used by December 31 in the year following the year in which it was earned.
13. All accumulated time in lieu must be recorded and sent to Payroll Services prior to or immediately following December 31 in the year in which it was earned to ensure accurate tracking and financial reporting.

Definitions

Overtime: authorized time worked by an employee in excess of the standard daily or weekly hours of work.

Time off in lieu of overtime: time off work which is given instead of overtime pay to compensate an employee for additional hours worked.

Management: commissioners, directors and managers accountable for exercising delegated authority over human and financial resources to accomplish the objectives of the organization.  Management leads staff, recognizes and rewards achievement, manages performance and manages change.

Responsibilities

Employee:

• Plan and manage own workload with the immediate supervisor within the above guidelines
• Accurately record/submit extra hours worked and time in lieu taken on Bi-weekly Exception Time Reporting sheet

Immediate supervisor:

• Ensure that all time in lieu hours are approved and accurately recorded
• Monitor and manage workload

Department head:

• Monitor time in lieu hours for managers
• Review situations related to excessive overtime
• Submit additional time in lieu requests related to excessive overtime to the Director of Human Resources and the C.A.O.
• Ensure that all accumulated banked time in lieu is forwarded to Payroll Services immediately following December 31 to ensure accurate financial reporting

Human Resources:

• Ensure that the one (1) week awarded to Commissioners and Directors is added to vacation banks as appropriate

Director of Human Resources and C.A.O.:

• Review and approve requests for additional lieu days for excessive overtime