Overtime must be approved in advance by the supervisor as outlined in MIT HR Policy 5.4 Overtime Pay for Support Staff

Employees must submit overtime in a timely fashion. Typically, the Monday morning of the pay week following the work performance to allow supervisors time to review and approve timesheets. More on the timesheet process is available at VPF Hourly Time Sheets

Processing

If the overtime is to be worked under a supervisor that is not the usual employee supervisor, the requesting supervisor should seek the approval of the employee’s supervisor of record prior to the assignment. When the work is complete the supervisor responsible for those hours should report the hours worked to the supervisor of record and/or the timesheet approver of the employee. The timesheet approver will approve overtime hours on the employee timesheet with the approval of the working supervisor as documented in an email.

Assignment - Supervisors should consider several factors when assigning overtime including:

• Equity – The opportunity for overtime should be shared among the workgroup
• Worklife Balance – To avoid overburdening an employee

Funding - If the overtime is to be worked for a cost object that is not the usual work assignment of the employee that should be communicated in the approval email and recorded on the timesheet.

Note - Job titles in current use at CSAIL that are overtime eligible include, are but not limited to,

• Administrative Assistant 1, 2 & 3
• Financial Assistant
• Utility Worker

For example; if an Administrative Assistant were to perform work to support a short program for a Principal Investigator in their role as Professor/Instructor, any hours worked outside normal 40 hour schedule should be recorded in the week they are worked. The Cost Object to be charged for that additional time should be recorded on the time sheet.

Reminders

• Support Staff must be paid for all hours worked
• Support Staff must be paid at the rate of one and one-half the regular hourly rate for all hours worked in excess of forty (40) in a week. (Note: For service staff, each collective bargaining agreement may include different rules on overtime.)
• The Institute does not allow “compensatory time” or “comp time” in a later week to substitute for payment for hours worked
• Supervisors can allow flexible time within a workweek consistent with EPM 3.1 Flexible Work Arrangements
• All time worked must be recorded on the correct dates

Institute Policy 5.4 Overtime Pay for Support Staff governs CSAIL practice.