Human Resources

Payment for Overtime

Policy Information
  • Issue Date: August 12, 2004
  • Revision Date: December 17, 2008
  • Primary Contact: Emily Schorer
  • Senior Administration: President and Director
  • Responsible Office: Human Resources
Policy Statement
The Institution will compensate its non-exempt and marine crew employees for hours worked in
overtime status. Payment will be made at 1 ½ times the rate of pay in effect when the overtime
is worked.

Reason for Policy
To describe payment for overtime.

Policy Information
Policy Statement
Reason for Policy

I. General

The Institution will compensate its non-exempt and marine employees for hours worked in overtime status. Payment will be made at 1 ½ times the rate of pay in effect when the overtime is worked.

II. Overtime Approval

Employees covered by this overtime policy shall not work overtime hours without specific advance direction from their supervisors. 

III. Authorizations

As a general policy, the Institution will authorize overtime work only when urgently needed and other arrangements are impractical. Such authorization must be in accordance with the conditions for overtime under Section VI of this policy. Overtime work shall be performed only when directed by a supervisor with prior authorization by one of the following: 

•  Members of the Directorate 

•  Department Chairs

•  Managers

•  Masters and Chief Engineers of Vessels

•  Chief Scientists during cruises, up to limits established by each principal investigator whose project(s) would be affected. These limits will permit Chief Scientists to assign no less than an average of 8 hours work for every day at sea. 

IV. Overtime Payments

Overtime payments will be made in accordance with the following guidelines:

•  Non-exempt employees: (These guidelines will apply both ashore and at sea.)

I. In excess of 40 hours per week; and   

II. On Institution holidays.

•  Marine personnel, other than those who are in exempt status: 

I. In excess of 40 hours per week or 8 hours per day;

II. On Institution holidays; and 

III. On Saturdays and Sundays.

V. Travel

•  Time spent in travel status, during normal working hours, shall be considered hours worked. Providing the trip involves staying away from home overnight, travel status shall include the time (not to exceed 8 hours per day) actually spent in public conveyances, as well as time involved with travel going to and coming from the airport, train station, etc. The above applies not only on regular working days of Monday through Friday, but also on Saturday, Sunday and holidays. It shall not include extensions of travel time arranged by employees for their own purpose. 

•  On trips not requiring being away from home overnight, hours worked shall include the time from commencement to completion of the trip, except for the customary home-to-work travel, mealtime, or extensions of travel time arranged by employees for their own purpose. 

•  Hours worked will include all periods of time an employee is required to drive or ride in a vehicle as the assistant or helper (when that vehicle is being used primarily for transporting equipment or materials), except that time spent during regular meal and sleeping periods will not be counted as time worked. 

VI. Conditions for Overtime on Government Contracts
The cost of overtime is not an allowable charge on Federal contracts unless one of the following conditions exists: 

•  The work is necessary to cope with emergencies, such as those resulting from accidents, natural disasters, or breakdowns of equipment; or 

•  The work is performed by indirect labor employees; or 

•  The work is continuous in nature and cannot reasonably be interrupted, such as the performance of tests or laboratory procedures, loading or unloading of vessels, or operations at sea; or 

•  Prior approval by the Government has been obtained. Requests for such approval shall contain a detailed explanation in accordance with regulations available from the Grants and Contract Services Manager. 

As a practical matter, approval of estimated amounts of overtime required may be obtained in advance. Each proposal being submitted for funding by means of a contract should include in the budget an estimate of the overtime effort required for the period of the contract. Any requirements in excess of this amount, except for emergency situations resulting from accidents or natural disasters, will not be authorized until approval has been received from the appropriate contracting officer. Chief Scientists should ensure that there is sufficient authorized overtime to carry out the work at sea. 

Should you require assistance in the interpretation of this procedure, please contact your Employment Services Specialist

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