Purpose 

This document provides guidance for CIRES supervisors and unit heads on how to grant informal compensatory (comp) time to employees specifically during field season when employees have consistently worked overtime away from their home office. Because the University of Colorado (CU) does not allow compensation for overtime for exempt positions, and compensatory time cannot be logged in the MyLeave system, this CIRES protocol outlined below remains compliant with organizational policies while recognizing employee effort. 

Eligibility Criteria 

-Employee worked consistently more than 40 hours/week for at least 2 consecutive weeks.

-The work occurred away from their home and regular office, due to field season or similar travel due to shipwork.

-Supervisor approval is required.

-Informal comp-time accrual cannot exceed 40 hours annually, and leave must be used within 30 calendardays of being granted. If the leave is not used within 30 calendar days, it will be forfeited. Unused leave willnot be paid out.

Comp Time Formula 

Moderate Recognition (Comp multiplier = 0.5): 

•Employee worked 10 extra hours/week for 2 weeks → 20 Overtime hours

•Informal comp-time = 20 × 0.5 = 10 hours

Supervisor Considerations 

-Consistency and Fairness: Ensure equitable recognition across team members.

-Documentation and Transparency: Maintain a simple and informal record of overtime and comp-timegranted; communicate clearly via email with employee.

-Operational Impact: Confirm time off won't disrupt productivity.

-Policy Alignment: This protocol does not conflict with CU leave policies.

-Employee Well-being: Consider signs of burnout and need for rest.

-Managerial Discretion: Use judgment and apply the formula consistently.

-Leave Tracking: Overtime and comp-time cannot be tracked in the CU MyLeave system. Leave must betracked informally between supervisor and employee, using the formula noted above. 

Questions: Please contact CIRES HR cireshr@colorado.edu