Comp Time Policy

When doing field work, compensatory Time (aka comp time) can be earned by both overtime eligible and overtime exempt CICOES staff in lieu of being paid sea/field pay.  There are separate procedures and policies for overtime eligible and overtime exempt staff.

For overtime ELIGIBLE staff:

  • Employees can choose the comp time option when entering their sea/field hours in Workday
  • Comp time must be used by June 30th of the (Academic) year it was earned [i.e. July 1 to June 30th of the following calendar year]
  • Any requests to use comp time beyond June 30th must be submitted to and approved by central UW HR. Requests must explain why the employee can’t use the comp time by June 30th and must provide an end date when the comp time will be used
  • Any unused comp time will be converted to paid hours

For overtime EXEMPT staff:

  • On the CICOES “Cruise/field work documentation” form, employees list what hours (if any) they choose to use as comp time
  • Comp time must be used by December 31st of the year it was earned
  • Any requests to use comp time beyond December 31st must be submitted to the CICOES HR Manager no later than December 15th of the year it was earned. Requests must explain why the employee can’t use the comp time by December 31st and must provide an end date when the comp time will be used.  Valid reasons for an extension include:
    • Delay in hours showing up in Workday through no fault of the employee
    • Supervisor does not approve hours being used before December 31st (the supervisor must explain their reasoning)
    • Work-related commitments prevent the employee from taking comp time before December 31st. Employee must specify these commitments
  • Except for extremely unusual circumstances, extensions will not be granted past March 31st of the following year.
  • Any unused comp time will be converted to paid hours

Please note that overtime exempt staff who have a comp time balance in June, will receive an automated alert from Workday that their comp time must be used by June 30th.  We’ve been told this is not changeable in Workday; overtime exempt staff can ignore these warnings, as overtime-exempt staff have until December 31st.

Effective date: December 12, 2023

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