Updates to Overtime and Leave Share Policies
The Virginia Department of Human Resource Management (DHRM) has issued updates to policies impacting overtime and leave share administration. Please review the key changes below.
Overtime (Policy 3.20)
- Overtime applies to non-exempt employees for hours worked over 40 in a workweek.
- Paid leave (annual or sick) does not count toward overtime calculations.
- Overtime must be paid at 1.5x the regular rate or provided as compensatory leave, where applicable.
- Advance approval is expected, but all overtime worked must be compensated.
- Accurate timekeeping remains essential.
New: Non-exempt employees may carry over up to 80 hours of overtime leave each fiscal year. Any balance over 80 hours will be paid out at fiscal year-end.
Leave Share (Policy 4.35)
- Universities may no longer maintain leave share pools or banks.
- Leave donations must be for a specific, approved employee and within an active approval period.
- Use-or-lose annual leave may no longer be donated, including during rollover periods.
What This Means
- Leave share requests without an approved recipient or outside an active period cannot be processed.
- Units should monitor leave and overtime balances and ensure proper approvals.
- Payroll will process fiscal year-end overtime payouts exceeding the 80-hour limit.
Questions? Contact your supervisor or the Benefits team at benefits@gmu.edu.