ROWAN UNIVERSITY POLICY

Title: Facilities Operations Overtime Request Policy
Subject: Facilities Operations
Policy No:

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Fac: 2014:

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01 
Applies: University-wide
Issuing Authority:

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Vice President Facilities, Planning & Operations

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Responsible Officer: Assistant Vice President for Facilities Operations
Adopted:

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Last Revision:

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07/

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17/

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2024
Last Reviewed:

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07/

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17/

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2024

I. PURPOSE

This policy establishes guidelines for Facilities Operations overtime requests.

II. ACCOUNTABILITY

Under the direction of the

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Vice President Facilities, Planning & Operations, the Assistant Vice President for
Facilities Operations is responsible for implementing and ensuring compliance with this policy.

III. APPLICABILITY

This policy applies to all full-time, part-time, permanent, and temporary employees, faculty, staff, officers, volunteers and students.

IV. POLICY

The Facilities Operations department has responsibility to complete overtime requests for approval prior to overtime work performed.

IV. ATTACHMENTS

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1. Attachment 1 – - Procedures for Entering Facilities Operations Overtime Request Procedure
2. Attachment 2 – - Facilities Operations Overtime Approval Form - Call In Overtime Approval Form (CI-1) and Approval Form (OT-21)

ATTACHMENT 1
PROCEDURES FOR ENTERING FACILITIES OPERATIONS OVERTIME REQUEST

1. OVERTIME FORM APPROVAL PROCESS

    

   • First the Overtime Form (OT-2) top portion must be completely filled out and presented to the Department Head and AVP for review, signatures and processing.

    

   • Along with the Overtime Form, the Overtime Opportunity Form shall be presented to the Department Head for review and signature. The top portion of the opportunity form shall be filled out completely including the number of tradesman required for the job. After being signed the form shall be posted.

    

   1. 1. Upon discovery that Overtime is required, the Director of the Department shall complete an Overtime form.  If the Overtime was an emergency response, CI-1 form shall be used.  The entire form shall be completed once the emergency is completed.  If the Overtime is prescheduled, the Director shall use form OT-1.  On form OT-1, the top portion must be completed and submitted to the AVP for Operations for approval, initialing, and processing.  All areas must be pre-completed, including estimated number of employees, estimated hours, and any relevant back charge information.  All Web time entry employees eligible for Overtime shall submit the electronic approval form, as well as listing time on the paper forms for record keeping purposes. 
      2. Once approved, the Supervisor of the area or Director shall work off a pre-established list of Overtime opportunities to ensure all employees are offered an equal share of OT.
      3. After the overtime work has been completed

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   1. 1. , and at least once per pay period,  the Overtime Form (OT-

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   1. 1. 1)

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   1. 1. shall be submitted to the Department Head for signature and processing.

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   1. 1.   At the end of the pay period, the final forms shall be submitted electronically to the AVP for signatures.
      2. Once all signatures are received, the AVP of Operations will work with Facilities payroll to ensure the records are archived and submitted to the University payroll office.

   
   

    ATTACHMENT 2

   FACILITIES OPERATIONS OVERTIME APPROVAL FORMS 

   Call In Overtime Form (CI-1)
   Overtime Approval Form (OT-1)

   
   

   View file
   name OT-1.pdf height 250

   View file
   name Facilities CI-1.pdf height 250

   
    

    

   • If the overtime work involves only one trade then the Overtime Opportunity Form may be posted in that shop. However, if the overtime work includes tradesman from more than one shop, the Overtime Opportunity Form shall be posted in the vestibule of Cassady Hall on the Overtime Bulletin Board.

   Attachment 2 – Facilities Operations Overtime Approval Form
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