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Guidance on Determining and Recording Comp Time


There are two types of Compensatory (Comp) time

  • Federal. Applies only to non-exempt employees who actually work more than 40 hours in a workweek and who are not paid for those overtime hours.
  • State. Applies to non-exempt employees whose total number of hours actually worked plus any paid leave or paid holiday, exceed 40 hours in one workweek. In certain circumstances, exempt employees, who worked on a Holiday or Skeleton Crew day, are eligible for State comp time.
  • Combination. While the rules are mutually exclusive, it is possible for a non-exempt employee to earn both types (Federal and State) during the same workweek.

More detailed information regarding comp time is contained in UTSA University Policy - See HOP - Handbook Of Operating Procedures 4.27

Federal comp time is computed at a rate of 1.5 times for each overtime hour worked.

Example: Joe Employee works 2 hours of overtime that falls under the FLSA rules. He is entitled to 3 hours of comp time. There are no statute of limitations and this overtime compensatory time will remain on the books until the employee uses these hours or is paid for them.

State comp time is computed on a 1 for 1 basis.

Example: Janet Employee works 2 hours of overtime, that falls under the State comp time rules. She is entitled to 2 hours of comp time. This State comp time must be used within one year from the date it is earned.

Recording Comp Time

Federal Comp time:

  • Begin by accessing the ETA screen. Compute the amount of comp time (1.5 times the # of overtime hours worked).
  • Place an "x" to the left of employee's name and under the Overtime column enter hours earned and enter "a" for add.
  • Hit enter. A reason code window will appear.
  • Enter the date(s) the employee earned these overtime hours(s).
  • Be sure to F5 to update and you will receive a message at the top of the screen "Updates have been successful".
  • When an employee uses this overtime comp time hours, you may enter hours used on the ETA screen under the Overtime column.
  • Hit enter, and it will automatically deduct these hours or, you may document these hours used by placing an "x" to the left of the employee's name and under the Overtime column enter hours used.
  • Enter "d" for deduct and a reason code window will appear. Type in the date(s) the employee used these overtime hours.
  • Be sure to F5 to update and you will receive a message at the top of the screen "Updates have been successful".

State Comp Time:

  • Begin by accessing the ETA screen. State Comp time is calculated hour for hour.
  • To enter State Comp time earned place an "x" to the left of the employee's name.
  • Under the Comp time column enter the hours earned and "a" for add. A reason code window will appear. Type the date(s) these hours were earned.
  • Be sure to F5 to update. You will receive a message at the top of the screen "Updates have been successful".
  • When an employee uses this State comp time hours, you may enter hours used on the ETA screen under the Comp time column.
  • Hit enter and it will automatically deduct these hours or, you may document these hours used by placing an "x" to the left of the employee's name.
  • Under the Comp Time column enter hours used and "d" for deduct. A reason code window will appear.
  • Type in the date(s) the employee used these comp hours.
  • Be sure to F5 to update and you will receive a message at the top of the screen "Updates have been successful".

NOTE: Please encourage employees to use their Overtime/Comp time hours as soon as possible and make sure employees use these hours first rather than their vacation/floating holidays.

Link to Overtime Input Examples

More detailed information regarding comp time is contained in UTSA University Policy - See HOP - Handbook Of Operating Procedures 4.27