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This document outlines the College of Arts & Sciences (CAS) approach to managing overtime for hourly and non-exempt employees in accordance with W&M’s Hours of Work and Overtime Policy. The goal of this clarification is to help promote accountability, ensure fiscal responsibility, and align with university policy. Because CAS operates within a fixed budget each fiscal year, we strongly encourage temporary work schedule adjustments to avoid overtime pay.

In one-off cases where an employee is required to stay overtime hours for an event or other activity, a supervisor or manager may adjust the employee’s work schedule within the same work week to prevent overtime and/or to ensure the successful completion of job responsibilities. When a temporary work schedule adjustment within a 40-hour work week is not feasible, all overtime requires prior written or email approval from the CAS Senior Associate Dean of Finance and Administration. Requests must be submitted using the .

If an employee is regularly expected to perform work outside of normal business hours, management may reduce the employee’s scheduled hours during regular business hours on an ongoing basis so the employee can perform work outside normal hours without exceeding a 40-hour work week.

Please note that overtime should not be used for routine job responsibilities on an ongoing, recurring basis and will generally not be authorized except under special circumstances and with advance approval. Departments or individuals who continue to incur unauthorized overtime or fail to adhere to these requirements may be subject to corrective action. For employees, this may be treated as a conduct issue (failure to follow instructions). For supervisors, it may be addressed as a performance matter. In such cases, the matter may be escalated to Employee Relations for appropriate handling.