• When does a newly hired employee make the CTO election?
  • A non-exempt employee newly hired to UC Davis should be provided the CTO election form upon hire. The Shared Services Center (SSC) coordinates the completion of the form with the supervisor. The election is then recorded in the timesheet system so that the preference is known when timesheets are processed through the Timesheet Reporting System.
  • What happens if an employee moves from a non-exempt position covered by PPSM policy to a position represented by a collective bargaining unit? Does the employee need to complete a new election form?
  • Yes, a new form should be completed. The SSC will provide the appropriate CTO election form for the particular policy/bargaining agreement to the supervisor. The election is then recorded in the timesheet system so that the preference is known when timesheets are processed.
  • What if the employee has a change in job that moves them to a non-exempt position in a different department? Is a new election form required?
  •  Yes, a new form should be completed to ensure the employee has made an appropriate election for the position they are assuming, and to understand the election options offered by the new department. The SSC coordinates the election action with the supervisor, and then the election is recorded in the timesheet system.
  • When can I change my CTO election?
  • Non-exempt employees have the opportunity to complete a new election form each June during the annual election period. OCP Personnel will oversee the annual election process for represented and non-represented staff, and will provide copies of the election forms to the SSC for processing and retention. If staff do not make an election during this time, their prior election will remain in effect.
  • Can I change my CTO election mid-year?
  • Central Human Resources has indicated that non-represented, non-exempt staff who elect Compensatory Time Off CTO) be allowed to change their election to overtime pay mid-year; however, employees will not be allowed to change back from overtime pay to compensatory time off, except during the annual election period each June (referenced above). To make a mid-year change from CTO to overtime pay, contact your supervisor or OCP Personnel for an election form.
  • Who keeps the election form?
  • Retention of the form is necessary for referencing the employee’s election. The form will be retained electronically by the SSC. Because the employee’s election is not viewable by supervisors (or OCP Personnel) on the timesheet, supervisors should also retain a copy for easy reference.
  • Does OCP allow employees to earn Compensatory Time Off (CTO)?
  • Yes, the OCP Management Advisory Group has decided that OCP will offer CTO in lieu of cash, for non-exempt staff who elect that option.
  • Who keeps track of the CTO balances and usage?
  • When compensatory time off is elected, the hours must be monitored so that any comp time accruals that are over the policy/contract limits can be paid out to the employee. Supervisors are responsible for assigning and monitoring the use of compensatory time accruals and for notifying the SSC when hours need to be paid out to an employee.
  • What happens to my Comp Time balance if I move to a new department/unit?
  • Comp time accruals should be paid out to the employee when the employee moves to another campus organization.
  • What happens to my Comp Time balance if I move into an exempt position that is not eligible for overtime accrual?
  • Comp time accruals should be paid out to the employee at the time they move to into an exempt position.
  • Does Comp Time have to be used before vacation is used?
  • It is campus practice to use comp time accruals first; however, supervisors have discretion when approving vacation and comp time use, and there may be a situation that would warrant vacation being used first, such as the employee being at or near their vacation maximum.
  • How is overtime assigned? Will I be passed over for overtime assignments if I elect to be paid for overtime?
  • Assignment of overtime should be based on business need using a principled approach that does not consider the employee’s personal preference (e.g. payment for overtime verses compensatory time off). Supervisors are responsible for assigning overtime in alignment with OCP’s principles for assigning overtime (noted above).
  • Who do I contact if I have questions?
  • Feel free to contact OCP Personnel at ocppersonnel@ucdavis.edu or call our office at 752-8503 for any questions regarding the overtime policy and election.