E2. Working Hours, Overtime and Shiftwork - General Employees

E2.1 Introduction
E2.2 Policy statement
E2.3 Procedures
   E2.3.1 Ordinary hours of work
   E2.3.2 Weekend work
   E2.3.3 Starting and ceasing times
   E2.3.4 Overtime
   E2.3.5 Time in lieu of overtime
   E2.3.6 Rest pauses and meal breaks
   E2.3.7 Meal allowance
   E2.3.8 On call
   E2.3.9 Call out
   E2.3.10 Shift work

E2.1 Introduction

E2.2 Policy statement

The University will seek to ensure that general employees have a clear understanding of their employment conditions relating to working hours, overtime and shift work.

(Approved by Council June 1998)

E2.3 Procedures

E2.3.1 Ordinary hours of work

E2.3.1(a) The ordinary hours of work for general employees will be 36 hours each week, not exceeding seven consecutive days.

E2.3.1(b) These ordinary hours may be worked on any consecutive days in the week, Monday to Sunday inclusive, subject to the following:

• Ordinary hours are to be worked between 6:00am and 10:00pm.
• The ordinary hours of work will not normally exceed 10 hours on any one day.
• The number of days worked in a seven day cycle will not normally exceed five.

E2.3.1(c) Any arrangement of hours which includes a Saturday or Sunday as ordinary hours will be subject to agreement between the University and the majority of employees concerned.

E2.3.1(d) Employees may, at their own initiative, request to have their ordinary hours of work varied by mutual agreement between the employee and the relevant delegate.  The ordinary hours of work under this variable agreement may, by agreement, be paid at the ordinary rate.  Any request  must be forwarded to the Executive Director, Human Resources for approval prior to implementation.

E2.3.1(e) All ordinary time worked on a sessional employee's or continuing fractional employee's (Residential Colleges only) rostered day off, will be paid at 150% for the first seven and a half (7½) hours and 200% thereafter; except on Sunday which will have all time paid at 200% and gazetted Public Holidays which will have all time paid at 250%.

E2.3.2 Weekend work

E2.3.2(a) Hours worked on a weekend will be paid as follows:

• All time worked on a Saturday will be paid at 150% of the ordinary rate;
• All time worked on a Sunday will be paid at 200% of the ordinary rate;
• All time worked on a gazetted public holiday will be paid at 250% of the ordinary rate.

E2.3.3 Starting and ceasing times

E2.3.3(a) All general employees up to and including USQ Level 7 must record their hours of attendance in a formal record of attendance USQ General Timesheet (PDF* 36kb) held within their faculty or section.  In addition, all general employees at USQ Level 8 and above who have been approved to accrue time off in lieu of overtime must also record their hours of attendance in a formal record of attendance held within their faculty or section.  These timesheets form part of the University's time and wage records and should be kept for a period of seven years.

*This file is in Portable Document Format (PDF) which requires the use of Adobe Acrobat Reader. A free copy of Acrobat Reader may be obtained from Adobe. Users who are unable to access information in PDF format should contact Trudi Davidson, telephone +61 7 4631 2981 to obtain this information in an alternative format.

E2.3.3(b) General employees may negotiate with their Category 4 Delegate or above to start and cease work within those hours prescribed as ordinary hours of work (between 6:00am and 10:00pm).  Employees may have their starting and ceasing times altered by mutual agreement between the employee and the delegated officer.

E2.3.3(c) When negotiating individual working hours, the Category 4 Delegate or above should ensure adequate staffing in their areas of responsibility to enable the work to be done effectively and efficiently and should attempt to provide flexibility to the employee.

E2.3.3(d) Where there is a proposal to change starting or ceasing times for all employees in a faculty or section, the Category 4 Delegate or above must consult with the employees concerned about the new arrangements.  Implementation arrangements, a trial period and review process should form part of the agreement.

E2.3.4 Overtime

E2.3.4(a) An employee may be required to work reasonable overtime.

E2.3.4(b) All overtime to be worked must be authorised by the appropriate delegate prior to commencement of the overtime.

E2.3.4(c) Claims for payment for additional hours worked must be made on the Overtime Claim Form in the pay period in which the additional time is worked.

E2.3.4(d) Overtime is the time an employee works in excess of:

• 10 hours in a single work period; or
• 40 hours in a seven day work cycle.

E2.3.4(e) A general employee at or below USQ Level 7, will be eligible for payment for overtime worked, as follows:

• All time worked between 7 and 10 hours in a single work period, or between 36 and 40 hours in a work cycle, will be paid at the employee's ordinary rates; after that all work on a Monday to Saturday will be paid at ‘overtime rates' as follows:
  • 150% of the ordinary rate for the first three hours; and
  • 200% of the ordinary rate, thereafter.
• All overtime worked on a Sunday will be paid at 200% of the ordinary rate.
• All overtime worked on a gazetted public holiday will be paid at 250% of the ordinary rate.

E2.3.4(f) An employee who has worked overtime should be given a minimum break of 10 hours between the time of ceasing work and the time of commencing work on the next shift.  No deduction will be made from an employee's pay because of time lost when on this break.

E2.3.4(g) An employee not provided with a 10 hour break will be paid at 200% of the employee's ordinary rate of pay for all time worked until a break of not less than 10 hours has been received.

E2.3.4(h) The provisions in E2.4.4(f) and E2.4.4(g) do not apply to an employee called out to work after the ordinary ceasing time where the actual time worked on the call out is less than three (3) hours.

E2.3.5 Time in lieu of overtime

E2.3.5(a) A general employee up to and including USQ Level 10, may take time off in lieu of overtime worked, at a mutually agreed time.

E2.3.5(b) Time off in lieu of overtime is calculated on an hour for hour basis.

E2.3.5(c) No more than the equivalent of 36 hours of time in lieu of overtime may be accrued within a six month period.  In exceptional circumstances, an employee's time off in lieu may exceed 36 hours with the prior approval of the Executive Director, Human Resources.

E2.3.5(d) In respect of work performed on Saturday afternoons and Sundays, time off in lieu will be allowed for any hours worked.  That is, if an employee worked five hours on either day the employee may be granted five hours time off in lieu.  The overtime rate entitlement is not used for the calculation of time off in lieu.  In respect of work performed on gazetted public holidays, time off in lieu will be allowed for any hours worked.  That is, if an employee worked five hours on a gazetted public holiday the employee may be granted five hours time off in lieu.  The overtime rate entitlement is not used for the calculation of time off in lieu.  In addition, the employee is entitled to a payment calculated at the rate of half the normal hourly rate for all time worked with a minimum of four hours pay.

E2.3.5(e) Time off in lieu must be utilised by the employee within six months of the day on which the overtime was worked otherwise it will lapse.  In exceptional circumstances where the employee has accrued time off in lieu in excess of 36 hours, and the employee is unable to avail themselves of the leave within six months from its accrual, application can be made to the Executive Director, Human Resources for the balance to be paid out on an hour for hour basis.

E2.3.6 Rest pauses and meal breaks

E2.3.6(a) General employees who work more than four hours in a day will be allowed one break of 20 minutes in the first half of the day.

E2.3.6(b) General employees are allowed a daily meal break of between 30 minutes and 60 minutes.  The break does not count as work time and is to be taken no earlier than three hours and no later than six hours from commencement of duty.

E2.3.7 Meal allowance

E2.3.7(a) Where less than one day's notice has been given by the supervisor and the employee is directed to work in excess of one hour after the employee's normal ceasing time, a meal allowance will be paid.

E2.3.7(b) A paid meal break of 30 minutes duration will be allowed between the 11th and 12th hour of commencing duty.

E2.3.7(c) Employees may be entitled to a meal allowance where overtime is worked.

E2.3.7(d) Claims for meal allowances must be made on the Overtime Claim Form which covers the relevant period of authorised overtime.

E2.3.7(e) Meal allowances are outlined below:

E2.3.8 On call

E2.3.8(a) An allowance is payable when an employee is required to remain on call after hours and during the weekend. On call allowances are payable whether a re-call to work is required or not.  The rates are as follows:

E2.3.8(b) Where re-called to work, the standard overtime rates apply (for employees at or below USQ Level 7), or time in lieu is granted, by prior agreement between the employee and supervisor.  Either overtime or time in lieu is in addition to the on call allowance.

E2.3.8(c) Employees should claim the on call allowance on the standard Overtime Claim Form.

E2.3.9 Call out

E2.3.9(a) An employee called out to work after the employee's ordinary ceasing time will be entitled to a minimum of four hours at call out rates.

E2.3.9(b) Call out rates will be paid at 150% of the ordinary rate for the first four hours, and 200% of the ordinary rate to be paid thereafter.

E2.3.9(c) Where a sessional employee is called in to work, a minimum of three hours at sessional rates will be paid.

E2.3.10 Shift work

E2.3.10(a) Night shift means a consistently rostered work period of not less than five hours which begins before 10:00pm and finishes after 10:00pm.

E2.3.10(b) Morning shift means a consistently rostered work period of not less than five hours which begins before 6:00am and finishes after 6:00am.

E2.3.10(c) An employee who works an approved shiftwork roster will be paid a shift allowance of 15% of the ordinary rate for the work period of the shift.

E2.3.10(d) All employees required to undertake shiftwork between midnight Friday and midnight Sunday will be paid weekend penalty rates instead of shift allowance.

E2.3.10(e) Sessional employees and continuing fractional employees (Residential Colleges only) working a split shift will be paid an additional split shift allowance of $12.76 for each week the split shift is worked.  Only one break in daily working hours is permitted.

E2.3.10(f) The supervisor must ensure that all claims for shift allowance are lodged with Payroll on the prescribed form.