Special Pay Policies and Practices
These pay policies and practices are to help ensure that The University of Alabama complies with all Federal, State and Local legislature pertaining to pay. All personnel actions that involve the establishment or change in compensation are subject to the review of the Department of Human Resources and the appropriate University of Alabama Vice President and/or President.
Staff Supplemental Compensation Policy
Policy #601.00: Compensation for Non-Exempt Employees Who Work During University Closings
Policy #602.00 Overtime and Compensatory Time for Non-Exempt Employees
Instructions for Bi-weekly Supplemental Pay
Instructions for Monthly Supplemental Pay
Market Adjustments (no change in duties/responsibilities)
With prior approval from the appropriate Vice President, departments may make recommendations to the Department of Human Resources for market pay rates or ranges to be developed for certain positions. Consideration will be given to market adjustments for the following reasons:
- Documented recruiting difficulties have been experienced;
- Market salary fluctuations necessitate an adjusted pay rate or pay range; or
- Market adjustments necessary to address the retention of qualified individuals.
It is the policy of The University of Alabama to pay shift differentials to non-exempt employees who work evening and night shifts on a regularly scheduled basis. Effective September 24, 2006, the appropriate amounts are $.40 per hour for evening shifts and $.55 for night shifts. All eligible employees should be paid a shift differential for the entire shift for work performed on the evening or night shift. Shift differentials for eligible employees are also paid during all periods of paid leave, such as holidays, sick leave or annual leave.
For the purpose of applying shift differentials, shifts are defined as follows:
- Day shift (first shift) is the shift where 50% or more of the regularly scheduled hours are worked between 6:00 a.m. and 6:00 p.m.
- Evening shift (second shift) is the shift where 50% or more of the regularly scheduled hours are worked between 6:00 p.m. and 12:00 midnight.
- Night shift (third shift) is the shift where 50% or more of the regularly scheduled hours are worked between midnight and 6:00 a.m.
In any case, where the hours are evenly divided (50% on each shift), priority for determining shift differential rates should be given in the order of (1) night shift, (2) evening shift and (3) day shift. Example: If an eight-hour shift begins at 2:00 p.m. and ends at 10:00 p.m., the appropriate differential rate for the entire shift would be that of the evening shift. In cases where the regular shift consists of more than eight (8) hours of work, shift differential will be paid if at least four (4) of those hours fall within the night or evening shifts, as specified above; however, in cases where less than half but at least four (4) hours of the shift are worked during nights or evenings, the maximum number of shift differential hours paid will be eight. The only exception to paying more than eight (8) hours at the shift differential rate would be when more than eight (8) hours are actually worked during the night or evening shifts.
When overtime has not been scheduled in advance, and non-exempt employees are called back to work after their regularly scheduled hours or on their off days, they should be paid a minimum of four (4) hours at their overtime rate or the actual overtime hours worked, whichever is greater, and will be paid as such for each call-out.
When non-exempt employees work a special event which is held outside of their scheduled work hours*, they should be paid at their overtime rate for the time actually worked at the special event. Examples of these events include, but are not limited to, athletic events, events at the Bryant Conference Center and special events for Admissions.
*Departmental supervisors and managers may modify employee work schedules in order to meet the business needs of the department.
There are situations when non-exempt employees are expected to be available via phone or beeper for work related emergencies. The Department of Human Resources will make the determination based on information provided by the department if this time should be considered hours worked and, therefore, compensable time.
If hourly paid employees are required to be on-call but it is not considered to be compensable time (as determined by the Department of Human Resources), the department may, but is not required to, pay the employees a set rate of remuneration as recommended by the department and approved by HR and the appropriate vice president. If hourly paid employees are called into work, the employees should be paid using the guidelines for Call-Out Pay as defined above.
If hourly paid employees are required to be on-call and the time is determined by the Department of Human Resources to be compensable, employees will be paid for any hours they are required to be on-call at a predetermined on-call rate as recommended by the department and approved by HR and the appropriate vice president. If hourly paid employees are called into work, the employees should be paid using the guidelines for Call-Out Pay as defined above.
Once employees report to work, all on-call pay will stop. Employees may not receive payment for working or any paid leave time and on-call pay for the same hours.
Other Staff Compensation Related Policies available on the HR website:
- Policy #601.00: Compensation for Non-Exempt Employees Who Work During University Closings
- Policy #602.00: Overtime and Compensatory Time for Non-Exempt Employees
- Supplemental Compensation Policy