Personnel
Implementation of 37.5 Hour Work-Week (6.19)
PURPOSE
This policy is established according to provisions of the
Fair Labor Standards Act and Tennessee Board of Regents policies
and guidelines.
POLICY
It shall be the policy of Tennessee State University that
regular work days, periods and times be established for all employees.
PROCEDURE
All regular fulltime employees of the university, including
faculty, shall work a minimum of 37.5 hours per week throughout
the year. The definition of "fulltime teaching load"
has not been altered as a result of the 37.5 hour work week. Pursuant
to the establishment of the 37.5 hours work week which became
effective January 1, 1982, the normal fiscal year shall be 1,950
hours. The 37.5 hour work week does not affect longevity payments,
anniversary dates or computations.
The work schedule shall include a one hour lunch/meal break and,
work schedule permitting, two 15 minute miscellaneous breaks during
each work day. For purposes of calculating the hours worked each
week, lunch/meal breaks shall not be counted as time worked but
miscellaneous breaks shall be counted. If an employee chooses
not to take advantage of the 15-minute breaks, such time shall
not be accumulated or added to lunch periods or any type of leave.
It is recognized that in some instances the nature of the work
requires a 40hour work week be followed. Examples are security
and boiler operator positions where roundtheclock
duty requirements necessitate three 8hour shifts. Any employee
working a 40hour work week must accrue 8 hours of sick leave
each month, an appropriate amount of annual leave based upon an
8hour day and length of service and 8 hours of pay for holidays.
Computation of time for Attendance and Leave
Because the official workday is 7.5 hours long, all attendance
and leave records shall be kept in hours and tenths of hours,
reflecting the actual hours worked each day and week. The following
schedule of tenths of hours shall be followed in the documentation
of time worked per day:
.1 hour = 1 6 minutes .6 hours= 3136 minutes
.2 hours = 712 minutes .7 hours= 3742 minutes
.3 hours = 1318 minutes .8 hours= 4348 minutes
.4 hours = 1924 minutes .9 hours= 4954 minutes
.5 hours = 2530 minutes 1.0 hour= 5560 minutes
The accrual of annual leave shall be recorded in hours and tenths
of hours according to the following schedule for regular clerical
and support personnel who work fulltime.
Maximum
Accumulation
Total Carried
Maximum Accumulation Forward
Years of Accrual Rate Annual Within to Next
Service Per Month Accumulation Fiscal Year Fiscal Year
0 5 7.5 hours 90.0 hours 315.0 hours 225.0 hours
510 11.3 hours 135.6 hours 405.6 hours 270.0 hours
1020 13.2 hours 158.4 hours 450.9 hours 292.5 hours
20 or 15.0 hours 180.0 hours 495.0 hours 315.0 hours
more
The accrual of sick leave shall also be recorded in hours and
tenths of hours. All regular fulltime employees shall accrue
7.5 hours of sick leave per month with no maximum accumulation
level.
Only clerical and support employees (nonexempt) are eligible
for overtime and compensatory time off. Overtime and compensatory
time off shall be computed in accordance with the provisions of
the Fair Labor Standards Act.
Maintenance of Attendance and Leave Records
The university Personnel Department shall maintain an individual,
official record of attendance and leave on each university employee.
The immediate supervisor and the hiring authority shall have joint
responsibility for maintaining and submitting to the Personnel
Department official attendance and leave records on monthlypaid
and semimonthly paid employees.
Semimonthly attendance and leave records shall be forwarded
to the Personnel Department by 10 a.m. on the Monday following
distribution of semimonthly payroll checks. Monthly attendance
and leave records shall be submitted to the Personnel Department
on the 25th of each month by 10 a.m. Failure to comply with scheduled
submission times may result in delay of paycheck. Each paycheck
stub provides information on the type of leave taken during the
month, holidays, yeartodate leave totals, and accumulated
leave balances. Forms for certification of attendance and leave
are available in the Personnel Department.
The University shall maintain all other records necessary to comply
with the provisions of the Fair Labor Standards Act. All attendance
and leave records shall be subject to review and audit at any
time by the Comptroller of the Treasury or his/her designee and/or
the State Department of Personnel.
REFERENCES
Fair Labor Standards Act
TBR Guideline No. P020
Supersedes "Implementation of 37.5 Hour WorkWeek"
Policy No. 5:04 in the UniversityWide Policy Manual