Policies Regarding Overtime I am wondering if anyone out there has a Policy regarding the payment of overtime. What I am wondering, do other units allow employees to bank overtime to be paid at a later date, or do you require overtime to be paid in the pay period in which it is earned?

1. At the Municipality of Shelburne the employee can bank overtime until any later date. This is in the collective agreement. 2. In Kentville, overtime is generally not paid to exempt staff, as these salaries reflect reasonable overtime. For other staff, time off in lieu is discouraged. For the most part, overtime should be paid soon after it has been worked, although we do not have a specific policy for this. 3. New Minas: We only allow our eligible employees to bank overtime time...not money. In other words, they would claim the O/T in the pay period in which it is earned, but if they choose to take the time in lieu, that time would have to be on agreement with the Superintendent of Public Works. 4. Town of Wolfville: All unionized and non-unionized employees can bank overtime hours to be used at a later date. However, we require that all overtime hours be either used prior to the end of each fiscal year or paid out at the end of March. We don't allow the carry over of banked time or vacation time from year to year ... we prefer to have it used at the rate of pay it was earned. Our auditors like this practice and it ensures that we don't have huge payouts over a number of years that aren't budgeted for. 5. Town of Shelburne: The Town of Shelburne Collective Agreement states that a maximum of eight hours regular pay can be held as unpaid overtime during the fiscal year. All overtime is paid out within the time earned. Public Works employees accumulate extreme overtime in the winter (it snows every night and every weekend)If they were able to save up overtime, and add that to their vacation time, the Town would be without any Pubic Works employees during the summer. 6.

County of Colchester: The County intends that work shall be completed, in so far as it is possible, within standard work hours but acknowledges that work may require completion outside standard work hours. OBJECTIVES The objectives of this policy are: 1.

To establish guidelines respecting the incurring of overtime and call-out time, with respect to non-unionized employees.

2.

To establish uniformity with respect to administration within salary ranges.

3.

To delineate supervisor responsibilities for overtime for both unionized and non-unionized employees.

DEFINITIONS 1.

Overtime: Time worked in excess of standard work hours.

2. Scheduled overtime: Overtime approved in advance by the employee's immediate supervisor, which is required to meet a deadline and which cannot normally be accomplished within standard work hours. 3. Unscheduled overtime: Overtime required to remediate an existing emergency which cannot be accommodated within standard work hours. Approval is normally received after the overtime is incurred. 4.

Call-out: Unscheduled overtime where the employee is called back to work.

POLICY 1.

Overtime benefits for non-unionized employees shall be distributed as follows:

a) For senior management (CAO and Directors): Eligible for compensatory time off in lieu of overtime of up to one week for the CAO as approved by the Mayor and for Directors as approved by the CAO. b) For Managers, Project Engineer, and Senior Planner positions: Eligible for compensatory time off in lieu or in pay at the rate of one hour for each hour of overtime worked as approved by the Supervisor. Overtime must be approved in advance to be eligible, as defined under scheduled overtime. c) For Supervisors and other non-Union positions not included in 1 (a) or (b): Eligible for compensatory time off in lieu or in pay at the rate of one and one-half times, except on Sundays, holidays, or called back while on vacation when the overtime shall be 2 times the regular rate, for each hour of overtime worked as approved by the Supervisor. If overtime is taken for emergency operational purposes, it must be approved after the fact, as defined under unscheduled overtime. Otherwise, overtime must be approved in advance to be eligible. 2.

Call-out for non-unionized employees shall be distributed as follows:

a) The same overtime rates will apply, except that employees will be entitled to a minimum of two hours overtime at either time and one-half equaling 3 hours pay or at double time for 4 hours pay. Approval is required by the employee's immediate supervisor. 3. Where overtime is incurred in the conduct of County business requiring the employee to leave from the employee’s main residence, overtime shall commence at the point of departure for the length of time required until the employee returns to their main residence immediately following cessation of business. Approval is required by the employee's immediate supervisor. 4. Approval will be given to the use of time in lieu first unless operational requirements necessitate same in pay. 5. Overtime in lieu cannot be carried over without the approval of the CAO, upon recommendation of the employee’s immediate supervisor.

IMMEDIATE SUPERVISOR'S RESPONSIBILITIES: 1. Overtime requests should be authorized in advance by the immediate supervisor, unless an emergency exists which requires supervisor authorization after the fact.

2. The supervisor shall recommend the payment of overtime via the regular payroll process by completing an overtime information sheet and submitting it to the Director of Corporate Services for approval.

6. Municipality of Argyle: REVIEWED BY COUNCIL NOVEMBER 4, 2002 1. APPLICATION 1.1 This policy applies to all full-time, salaried, non-hourly paid, permanent employees of the Municipality. 2. AUTHORITY 2.1 Municipal Government Act Part 111 – Powers – Section: 48(3) 3. POLICY 3.1 The assignment of work for employees shall, in so far as is possible, be scheduled to be undertaken during regular work hours. When it is necessary to schedule overtime work for an employee, or, in the case of management employees to undertake overtime work themselves, such overtime shall always be assigned or undertaken in a manner that ensures the work is completed as economically and efficiently as ossible. Time off in lieu of overtime pay for all employees shall be the norm, rather than the exception. 4. GUIDELINES General 4.1 All employees are expected to be mindful of the need to reduce and contain costs while striving to maintain and improve the quality and effectiveness of services provided by the Municipality. It is incumbent upon all staff members to question the necessity of overtime. 4.2 Employees are required, to the extent that it is possible, to complete the work they are responsible for performing each day. It is understood that on occasion duties and responsibilities may require an employee to remain at their office or work location a short time beyond the regular time of leaving. However, for overtime in excess of what can be considered a reasonable period, employees who are not in management positions will normally be granted time off to compensate for extra hours of work that from time to time may be required. The calculated rate shall be one hour off for each overtime hour worked. 4.3 Overtime hours shall normally be accumulated and granted in ½ day or full day increments. Time off shall be granted and taken within sixty days from when the overtime was incurred and shall not be for more than three days at one time. The general rule is that overtime in any year shall be taken and fully used prior to year’s end. However, where it is shown to the satisfaction of the CAO that it is not possible for an employee to fully deplete overtime

accumulated during any one year, arrangements may be made for the overtime to be depleted during the months of January and February of the immediate succeeding year. 4.4 An employee who is not in a management position may under special circumstances apply to the Chief Administrative Officer to take compensation for overtime, rather than to take time off. The Chief Administrative Officer shall have discretionary authority of approval. 4.5 Management employees, by virtue of their positions (heads of departments, Deputy Municipal Clerk-Treasurer, and the CAO) understand they are from time to time required to put in extra hours to fulfil their individual responsibilities. Employees in such positions may be granted time off from regular work hours to compensate for periods of overtime that extend beyond the normal, extra reasonable time that can be required on certain days to respond to government or meeting deadlines, tax payer concerns, or to sort out situations under their supervision or their management. Unless special or extenuating circumstances warrant, management employees shall not be entitled to receive monetary compensation in lieu of time off for overtime hours. 4.6 Management employees shall clear, with the Chief Administrative Officer, their taking of time off for overtime worked. An employee shall not be unreasonably restricted by the Chief Administrative Officer from taking time off, as long as the services provided by the Municipality are not negatively affected. It is understood that it may be necessary for the Chief Administrative Officer to select the time that is to be taken off by an employee, rather than for the employee to make that choice. 4.7 Prior to taking time off for extra hours worked, the Chief Administrative Officer shall clear his or her intention to do so with the Warden. 5.

RESPONSIBILITIES 5.1 Employees shall obtain approval to work overtime from their Supervisors prior to the overtime work being carried out. After overtime work has been completed, the employee will sign an Overtime Statement Form indicating the date on which the overtime was worked, the reason for it and the amount of extra hours worked. A copy of this Form, including any request for time off, will be maintained in the department’s Record of Overtime files by the employee’s Supervisor. 5.2 The Chief Administrative Officer or designate is responsible for authorizing overtime work for management employees, as well as any payroll transaction in lieu of time off. As identified in (4.5) of this policy, monetary compensation will only be approved where special or extenuating circumstances apply. 5.3 The Chief Administrative Officer, or designate, also has overall responsibility for:

a)

monitoring the effectiveness of the policy

b)

assisting employees in the policy’s implementation;

c)

providing Council with recommendations for consideration as to any changes in content which may be considered desirable and which may improve the effectiveness of the policy.

5.4 The Municipal Council has overall responsibility for the initial approval of this Policy, and for approving any future changes or amendments that may be made in content or direction.

6.

COMMITTEE AND COUNCIL MEETING ATTENDANCE

6.1 Periodic attendance at Municipal Council or Committee meetings is considered a normal function of management positions. The CAO and other management employees will not receive monetary compensation for attendance at meetings; however they will, upon presentation of a travel claim, be reimbursed for travel to and from required meetings at the Municipality’s offices in Tusket, provided that such meetings are held at times outside of the normal 8:30 AM – 4:30 PM hours of operation.

6.2 Reimbursement of all other travel expense for required attendance at meetings that are held in locations other than the offices in Tusket will be at the approved kilometre rate, whether or not such meetings take place during or outside of normal working hours. 7. REIMBURSEMENT FOR ATTENDANCE OF NON-MANAGEMENT COUNCIL AND COMMITTEE MEETINGS 7.1 Employees not in management positions are, from time to time, required to be present at Council and Committee meetings for the taking of minutes, advising on tax sale matters and land use planning, and for other municipal government purposes. The policy of the Municipality shall be to continue to reimburse these employees for their required participation, provided the meeting takes place outside of normal day time working hours. The rate of reimbursement shall be $75.00 per meeting, plus travel at the approved rate for each kilometre travelled. It is the responsibility of employees to submit expense claims after each meeting that has been attended. Employees who receive monetary reimbursement for their participation at meetings will not be entitled to take extra time off from their normal work hours as a result of overtime participation in meetings.