Compensatory Time (Comp Time) Procedures
Process FAQs for Leave Administrators
Can an employee be required to charge only the amount of vacation leave they need in a week so that compensatory time is not earned?
Yes, vacation leave can be charged only for the amount of leave needed so that comp time is not created.
Should I be doing anything prior to the system aging comp time?
Yes, you can check to see if you have any employees that have comp time that is one year or more old. If so, you can pay the employee (non-exempt) the comp in the June payroll so that the expense is reflected in this fiscal year. If you have exempt employees, you may wait for the system to age the comp time or you can deduct it in the web leave system prior to the system aging comp time.
How do I pay the comp time out for non-exempt employees?
The department initiates an additional pay action in the Human Resource System using earnings code 130. Earnings code 130 will pay the employee at his/her regular rate of pay.
Why would I not use earnings code 030 to pay out the comp time?
Earnings code 030 would pay the employee at 1.5 times their regular rate of pay. All overtime must be inflated prior to it being entered into the web leave system.
For example, if a non-exempt employee earns 2 hours of overtime and 3 hours of extra time during a month. Six (6) hours of comp time would be entered into the leave system (2 x 1.5 for the overtime and 3 hours for extra time).
If the comp time is paid out as it is earned, the appropriate earnings code would be used in the Human Resource System to pay out the time. In the above example, 2 hours would be paid using earnings code 030 and 3 hours would be paid using earnings code 130.
Who determines if comp time is taken off or paid out as earned for non-exempt employees?
As per State policy, comp time shall be taken before vacation leave is charged. In the event that there is a comp time balance departments may pay the comp time out in the month after it is earned/accrued or at any time prior to the comp time becoming a year old. Once the comp time is a year old, it must be paid out.
