POLICY NO: 306
EFFECTIVE DATE: 04/21/2005
SHIFT DIFFERENTIAL (FORMERLY KNOWN AS WORK DAY PAY DIFFERENTIAL)
306.1 POLICY
Shift differential refers to the extra compensation a staff member
receives for hours worked that are outside the hours of 8:00 a.m. to 5:00
p.m., Monday through Sunday.
A typical shift differential schedule would consist of hours worked
between 5:00 p.m. and 8:00 a.m., Monday through Sunday. If six or more of a
staff member's scheduled hours in a work day occur between the shift
differential eligible hours of 5:00 p.m. and 8:00 a.m., the staff member
qualifies for the differential. If less than six of the staff member's
scheduled hours occur between the shift differential eligible hours, the
staff member is not eligible to receive the shift differential. Weekend
hours worked between 8:00 a.m. and 5:00 p.m. are not eligible for shift
differential pay. However, if six or more of a staff member's scheduled
daily weekend hours occur between the hours of 5:00 p.m. and 8:00 a.m., the
staff member is eligible for the differential.
The shift differential is typically 10% of the staff member's regular hourly
rate, but the amount may vary based on industry standards and according to job
family. The amount must be approved by the Compensation Office in the Division
of Human Resources.
306.2 PROCEDURE
The Administrative Unit Head or designee recommends the utilization of the
shift differential, which must be equitably applied throughout the
school/center, department, or unit. A letter must be submitted to the
Compensation Office in the Division of Human Resources to establish or request
any changes to the shift differential.
It is the responsibility of the supervisor to maintain all appropriate
records, which identify and track schedules and hours that are eligible for
shift differential.
Shift differential hours worked by regular full-time weekly-paid (non-exempt)
and regular part-time staff members should be documented and approved by the
staff member's supervisor and Administrative Unit Head or designee. The
differential is recorded in the on-line Personnel/Payroll System.
In accordance with current industry standards, full-time and part-time
monthly-paid (exempt) staff members in certain job families may be eligible for
shift differentials. The Additional Pay Form (APF) is used to process shift
differentials for monthly-paid (exempt) staff members. To be processed, the APF
must be signed by the supervisor, Administrative Unit Head or designee, and
Human Resources.
306.3 INCLUSION IN REGULAR RATE OF PAY FOR OVERTIME
Shift differential pay must be included in the regular rate of pay for
the calculation of overtime pay for weekly-paid (non-exempt) staff members.
The regular rate of pay is calculated by determining the staff member's
total pay for the workweek, including base rate, shift differential pay,
etc. and dividing by the total number of hours worked. The staff member is
paid one and one-half times the regular rate of pay for all hours worked
over forty in the workweek.
306.4 PAID TIME OFF (PTO), HOLIDAY, AND SICK TIME
To receive the shift differential for PTO, Holiday, and Sick Time, a
staff member must work on a shift differential eligible shift both the day
before and the day after his/her day off.
306.5 UNIVERSITY STAFF WHO ARE COVERED BY COLLECTIVE BARGAINING
AGREEMENTS
University employees covered by collective bargaining agreements should
refer to the appropriate article in their contract.
Applicability: All Regular Staff Members
Cross-reference: Policy 302, Policy 605, Policy 607, Policy 612
Supersedes Policy Number(s): 306 (09/01/1992)