Employees required to work overtime should be notified in advance if possible. Generally, at least one day prior notification is advisable. Overtime for non-exempt employees must be authorized and approved by the
supervisor or department head. Overtime must be itemized and authorized in the time keeping system. Non-Exempt employees are defined as employees who are not exempt from the overtime provisions of the fair labor standards act FLSA or California law, based upon the nature of their work and level of pay. Nonexempt employees must be paid at a rate of not less than one and one-half times their regular rates of pay after 8 hours of work, up to 12 hours in a workday, or over 40 hours in a workweek, or for the first seven hours on the 7th consecutive day of work in the workweek. Employees who work over 12 hours in a workday, or more than 8 hours on the 7th consecutive day of work in the workweek shall be paid at 2 times their regular rate of pay for those extra hours. All overtime that is worked by non-exempt employees is compensable. There is no provision to receive time off in lieu of overtime. Supervisors are responsible for exercising control and ensuring that overtime is not performed if it is not authorized. For more information on Non-Exempt Staff, see section 730:037. Exempt employees are employees who, because of their positional duties, responsibilities, and level of decision making authority, are exempt from the overtime provisions of the Fair Labor Standards Act (FLSA) and California law. Exempt employees are expected to work whatever hours are necessary to accomplish the goals and deliverables of their exempt position. Thus, exempt employees have more flexibility in their schedules to accomplish work than non-exempt, or hourly employees. Exempt employees do not receive overtime. For more information on Exempt Staff, see section 730:035.
730:050
VOLUNTEERING (CURRENT PAID STAFF) If you are a non-exempt employee, you may not volunteer your time in your current position. If a NonExempt employee helps out in another department, they must record that time and they will be paid for that time. Volunteer work for the University, if any, may only be conducted in areas not in their normal job description or similar to their normal duties, must be entirely voluntary, have no impact on their current job status, and must be rare, for very short durations, and approved in advance by Human Resources along with the department managers. Exempt staff and faculty may volunteer their time if it doesn’t interfere with their regular work schedule and duties.
730:055
VOLUNTEERS (NON-VANGUARD EMPLOYEES) Volunteers who are not Vanguard employees, are individuals who desire to provide volunteer services to Vanguard “a non-profit Religious Corporation” for a specific project, foundation, committee or other need, and who in some cases, have signed a volunteer agreement outlining the terms of their relationship with Vanguard. There is no pay or benefits for Volunteers. For outside volunteers, departments go through a screening process to determine the fit and role of such volunteers, and in circumstances under which they can assist the University.
730:060
WORKING HOURS If you are on a regular 40-hour per week work schedule (usually eight hours per day, five days per week) you are considered to be full time. Those on a regular work schedule of fewer than 40 hours per week are considered to be part-time employees and categorized accordingly as defined in Section 730:160 of this handbook. (Meal periods are not counted as working hours).
730:070
REPORTING TIME AND ATTENDANCE Accurate records must be maintained to satisfy requirements of both State and Federal laws that have been enacted for your protection. It is your responsibility to report time accurately and honestly including the times in and out for the workday and for the meal period(s). All non-exempt employees are required to accurately and completely track their time in the Time and Attendance system electronically via our payroll provider, e.g. Paychex. The assigned supervisor approves time inside that system then submits it to payroll for review and processing. There is a payroll calendar that indicates when time submissions are due. Page 14 of 40