10 Overtime is considered to be time worked in excess of common work week (normally eight hours a day or forty hours a week). Overtime work is recognized for purposes of compensation only when it has been requested and approved by the supervisor.
20 Professional staff required to work overtime by reason of their responsibilities may be granted compensatory leave. General service staff required to work overtime may be granted either compensatory leave or overtime pay.
30 Part-time staff are compensated for hours worked in excess of forty hours in accordance with the employment conditions for full-time staff members (see this section under
Part time).
40 Provided that overtime work was requested and approved by the supervisor:
- Professional staff may be entitled to take compensatory leave corresponding to additional hours worked outside either the staggered work hours or normal working hours;
- General Service staff are granted compensatory leave in accordance with the local conditions of service corresponding to the additional hours worked; special ad hoc arrangements are made for attendance at meetings outside the normal duty station.
50 Staff members who work on an official holiday of the duty station, including those on duty travel, may be granted compensatory leave.
60 Normally no compensatory leave shall be granted upon duty travel, however where it is necessary for a staff member to undertake duty travel on weekend days, professional and general service staff may claim compensatory leave in the following cases:-
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Duty travel time exercised on a weekend; only in the case the staff member’s presence is officially required on the first day of the working week. One day may be claimed (using the Special Compensatory leave function).
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Return duty travel exercised on a weekend when the staff member’s presence is required up to close of business on the last day of the working week at the place of duty travel and the travel has to occur over the weekend. One day may be claimed (using the Special Compensatory leave function).
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For work carried out over a weekend; in the case where a staff member is specifically requested to work on an official working day of the other duty station which would normally be a weekend at their duty station the day worked may be claimed (using the Special Compensatory leave function).
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Supervisors must review duty travel requests which start and end on weekends to ensure there is a genuine requirement for the staff member to travel on a weekend.
70 Compensatory leave should be taken within one month of returning from the duty travel to provide adequate rest for which the compensatory leave is intended.
80 Credit for compensatory leave is recorded in the staff member's leave and absence record. Supervisors authorize the taking of compensatory leave within the calendar year when the work for which the staff member is responsible permits it.
Overtime Authorizations and Claims for Payment
90 Overtime for which payment will be requested must be submitted by general service staff on temporary appointments under Staff Rule 420.4 and fixed-term appointments in advance in the on-line system for authorization by the supervisor or project manager. Staff on daily appointments of 60 days or less and conference staff should refer to
III.13.2 for the procedure to claim overtime via the
Certificate of Attendance. Overtime should not be worked without the advance approval being recorded in the on-line system. Overtime authorizations should be submitted at the latest on the same day the overtime work commences.
95 The start and end dates of the overtime authorization request should be within the same calendar month to avoid encumbrances created either for multiple days on the same PTAEO (Project Task Award Expenditure type Organization) or for combined financial monthly periods. The reason why the overtime work is considered necessary is entered along with the estimated number of hours of overtime it is expected that the staff member will have to work and the details of the ordinary or special overtime. The project manager approves the overtime request and funding. In exceptional situations where it was not possible to create the overtime authorization in advance, retroactive overtime must be requested at the latest 60 calendar days after it is performed. The on-line authorization must contain an explanation for the late submission. The supervisor or project manager approving the request will be accountable to provide any necessary justification in case of audit or other investigation.
100 If it is decided that the overtime is to be charged to more than one PTAEO, a separate request for overtime per PTAEO is required. A PTAEO that relates to an activity workplan should be selelcted.
110 Each staff member authorized to work overtime completes an overtime hours recording sheet giving details of the ordinary or special overtime worked each day. To allow for a timely payroll, the staff member initiates the overtime claim in the on-line system and confirms the actual overtime hours worked at the latest in the first week of the calendar month following the montlhy period for which overtime has been authorized. The overtime hours recording sheet must be attached to the on-line Overtime Claim for verification purposes. Where the supervisor of the work is not the project manager, the supervisor certifies the overtime hours worked by signing the overtime recording sheet. The project manager checks the on-line claim for correctness, comparing it, if appropriate, with the initial authorization and approves or rejects. For overtime authorizations that have not been claimed by the end of the next calendar month in which the overtime was performed, a reminder will be sent automatically to the staff to remind him to claim or cancel by the end of the next month. If the authorization remains unclaimed by the end of the next month, it will be automatically cancelled. Retroactive requests will not be accepted. Separate deadlines concerning overtime performed at the end of a calendar year will be communicated to ensure that annual closure deadlines are respected.
120 The approved overtime claim is processed and paid by Payroll, GSC.
125 The normal hourly rate for overtime performed by General Service staff is calculated on the basis of the staff member's actual grade and step.
130 Overtime performed by staff on loan from another office is paid at the rate corresponding to the grade of the position to which the staff member is temporarily assigned or to that of the position in the releasing office, whichever is higher.
140 On request to Payroll, GSC, units will be provided with an overtime report.
