Procedure 30. III. C. – Hours of Work
A. Exempt Employees
Exempt employees regularly receive a predetermined salary each pay period, and the amount is not subject to reduction because of variations in the hours they work. In addition, exempt employees are not eligible to receive any compensation for straight overtime, premium overtime, compensatory time, call-back, on-call, shift differential, or extra compensation for holiday work. Use of vacation and sick leave will be recorded in one-day increments. Absences of less than a day will not be charged against accrued leave time. When an employee has exhausted all available accrued vacation and sick leave, salary will not be reduced ("docked") for absences of less than a full day. Work schedules may fluctuate and vary based on operational need, but exempt employees are not required to record their work time for purposes of receiving their established salary.
B. Non-Exempt Employees
Non-exempt employees are required to account for time worked as well as the use of sick, vacation, compensatory, and other leave time to the nearest one-quarter hour. When an employee has exhausted all available accrued vacation leave, sick leave, and compensatory time, salary will be reduced ("docked") in proportion to any absences from scheduled work time. They are compensated for qualified overtime hours at the premium (time and one-half) rate. Refer to UC-PPSM 32 (Overtime).
- Meal Periods: Refer to UC-PPSM 31 (Hours of Work), Section B.1.
- Rest Periods: A rest period shall not be added to a meal period or taken at the beginning or end of a work period except that the department head may approve adding rest periods to meal periods when circumstances require such action. Time not used for rest periods shall not be accumulated for use on another day. Rest periods are scheduled by the supervisor and rest period privileges may be withdrawn by the supervisor if such privileges are abused.
- Activities Before or After the Work Schedule: The Department Head may establish internal work rules to define the maximum amount of time employees may spend in changing clothes or performing other activities covered by UC-PPSM 31 (Hours of Work), B.3.
- Travel Time: University travel during the employee’s normal working hours, including scheduled days off, shall be considered time worked. Travel outside normal working hours is not time worked, except as follows:
- An employee who normally finishes work on campus at 5 p.m. is working on a job at an alternate site until 8:30 p.m. The employee is required to return to the campus after completing the assignment and arrives at the campus at 9 p.m. All of the time, including time spent in travel between the alternate job site and the campus, shall be counted as hours worked. On the other hand, if the employee goes directly from the alternate job site to home, the travel shall not be considered as hours of work, unless the alternate work site is outside the normal commuting areas of the campus.
- An employee who normally starts work at 8 a.m. is required to report to work on campus at 7 a.m. for instructions, tools, etc., before proceeding to an alternate work site. The time spent traveling to the alternate work site shall be considered as hours of work. On the other hand, if the employee goes directly from home to the alternate work site, the travel time shall not be considered as hours of work, unless the alternate work site is outside the normal commuting area of the campus.
- An employee who normally starts work at 8 a.m. is required to travel by airplane to another campus. The employee’s scheduled departure time is 7 a.m. The time spent traveling from home to the airport shall not be time worked. Hours of work begin with the scheduled departure of the plane. The employee returns by airplane, lands at 9 p.m. on the same day (or a subsequent day), and returns directly home. Hours of work end at the time of arrival at the airport.
- An employee who normally works until 5 p.m. departs from the home city on a 4 p.m. flight which arrives at the alternate work site at 6 p.m., where the employee remains overnight. The time between 4 p.m. and 5 p.m. shall be time worked; the time between 5 p.m. and 6 p.m. shall not be time worked.
- An employee who normally works until 5 p.m. departs from the home city on a 6 p.m. flight which arrives at the alternate work site at 8 p.m., where the employee remains overnight. The travel time shall not be considered time worked.
- On-Call for Non-Exempt Employees: Payment for on-call time shall be in accordance with the provisions of UC-PPSM 31(Hours of Work), Section B.6. Department heads wishing to establish on-call rates for classes where such rates do not currently exist, or to modify existing on-call rates, shall submit a written request to Campus Human Resources (CHR). On-call rates will be established by CHR by title code based upon prevailing pay practices and will be published in UCLA’s Non-Academic Title and Pay Plan.
C. Standard & Alternate Workweeks
The standard workweek is from 12:01 a.m. Monday to 12 a.m. the following Sunday. When circumstances require such action, alternate workweeks of any other 7 consecutive 24 hour periods may be approved by the Organization Head or designee following consultation with CHR regarding Fair Labor Standards Act (FLSA) and notice requirements.
D. Work Schedules
Work schedules are established and approved by the Department Head or designee following consultation with CHR regarding FLSA and notice requirements.