Penn State University Libraries - Work Schedules

The University work week is Sunday through Saturday and consists of 40 hours for a 100% FTE (full-time equivalent) employee. Weekly hours should be scheduled within the work week over five days, and on consecutive days whenever possible. At no time should an employee be scheduled for a seven-day work week on a continuing basis.

For non-exempt employees, any time worked over 40 hours within a week is considered overtime and should be paid at time and a half the employee's normal rate of pay. Exempt employees are expected to work a minimum of 40 hours a week and may be required to work additional hours should work needs dictate. Exempt employees do not receive overtime pay or compensatory time for hours worked over 40; however, they can flex their schedule to accommodate work needs (i.e. start later on days that they stay later). Except in the case of an emergency, a one-week notice must be given when a change in work schedule is required.  Out of consideration, an employee should be given as much notice as possible.

*See also Work Time While Traveling

When does overtime apply?

For non-exempt employees, any hours over 40 within a work week are considered overtime. Paid time, such as vacation or holiday hours, contribute to the hours considered time worked. Employees may request to flex their hours, in lieu of overtime, to meet personal needs, but this is not a right. It is up to the supervisor, depending on business needs, whether or not to agree to this. Again, any flexing for this purpose must be done within that work week. Employees cannot request compensatory time off for extra hours worked in lieu of overtime. The University cannot require an employee to flex his or her schedule in order to avoid overtime, nor can the University provide compensatory time off for the extra hours worked.

The following situations also result in overtime:

• In the event an employee eats his or her lunch at his desk, and then is allowed to perform work (including answering questions asked by passers-by, or answering his or her phone), the entire lunch period could be considered work time and cause an overtime situation for that week.
• If an employee arrives to work early and is allowed to begin working, this is work time and is considered part of the weekly work hours. Because this creates a possible overtime situation, employees should not be permitted to begin working prior to their scheduled start times. This does not include normal arrival or departure preparations, such as putting personal items away (or retrieving personal items), starting or shutting down computer, etc.
• In the above two situations, if the supervisor has advised the employee that these actions are not allowed, but the behavior continues, that time worked will still contribute to the weekly hours for overtime consideration. NOTE: Situations like this should be handled as a performance issue and LHR may be contacted for advice.

Are employees entitled to breaks?

While not required by law or University Policy (except where applicable under the FLSA for minors), allowing breaks is within the discretion of each department which should establish its own policy within the guidelines listed below:

• A break period is considered time worked and should not exceed 15 minutes.
• Break-period time may not be added to the lunch hour or other off-duty times.
• Break-period time cannot be accumulated to provide for a prolonged time-off period.
• Scheduling of break periods for individuals should not interfere with the department's normal operation.
• Break periods should not occur at the beginning or conclusion of the work day. (They cannot be used to cover late arrivals or early departures).
  

Please note that part-time employees working at least four continuous hours may also be permitted to take a break lasting no more than 15 minutes.

NOTE: Technical service employees are under the parameters of the “Agreement between The Pennsylvania State University and Teamsters Local Union No. 8.” Conditions for technical service employees may vary, so please refer to this Agreement for information related to the above topics.