To outline the means by which West Virginia University, in compliance with Board of Trustees Series 31, and Series 62 and WV Code 18B-7-11 accrue and are able to use both compensatory and substitute time off.

All University full and part-time regular and temporary classified employees, including those on the regional campuses, may be eligible to receive substitute time off (STO). University full and part-time regular and temporary, non-exempt employees, including those on the regional campuses, are eligible for compensatory time off (CTO) consideration.

It is a management option to offer CTO/STO in lieu of money as compensation for additional hours worked. Qualifying employees earn CTO and/or STO for additional hours worked; time worked on observed holidays; and/or time worked during declared emergency shut down periods. Unless otherwise specified, in order for employees to earn CTO or STO the supervisor must offer CTO/STO in lieu of salary prior to the work being performed. There must be a mutual written agreement between the employee and the supervisor confirming the employee’s agreement to be compensated with CTO/STO. The written agreement may be modified at the request of either party; mutual consent is required for modification. In the absence of such an agreement the employee should be compensated in pay for the authorized hours worked.

Additional information regarding this policy can be obtained from the Compensatory and Substitute Time Off procedure.

The supervisor is responsible for verifying and monitoring an employee’s accumulation and usage of compensatory or substitute time off to ensure compliance with University policy. The Classification and Compensation Unit is available to assist persons seeking information on the accrual of CTO/STO, at 293-5700. The Employee Relations Unit is available to assist persons seeking information regarding the use of CTO/STO, at 293-4808 or P.O. Box 6640.

The responsibility for interpretation of this policy rests with the Director of Human Resources at West Virginia University.

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