Carolina Performing Arts: Workload Planning, Tracking, and Balance Procedure

Unit Procedure

Title

Carolina Performing Arts: Procedure for Workload Planning, Tracking, and Balance

Introduction

Purpose

This procedure describes the process for planning, tracking, and balancing workload.

Scope

This procedure applies to CPA supervisors and employees.

Procedure

While the nature of our operations may at times necessitate some employees working more than 40 hours within one work week, that need should be the exception and should typically be identified, understood, and planned for in advance.

Planning for periods of overtime also includes planning when and how those periods will be balanced. Responsibility for this planning is shared by employees and supervisors: consistent or unbalanced overtime is detrimental to employee well-being, performance, engagement, and retention.

CPA follows the University’s Wage Hour Definitions of Work Week, Work Time, Break Periods, Meal Periods, Pay Rates, Wage-Hour Status, Managing Work Time, and Recordkeeping.

SHRA-Exempt and EHRA Non-Faculty employees are exempt from the Fair Labor Standards Act (FLSA) and are accountable and compensated for their performance outcomes, rather than for time worked on an hour for hour basis. As such, they do not earn overtime compensation when they work more than 40 hours within a work week.

SHRA Non-Exempt employees are not FLSA exempt and are accountable and compensated for actual hours worked. As such, they earn overtime compensation when they work more than 40 hours in a work week. Effective July 1, 2024, EDA will provide compensatory time off to SHRA Non-Exempt employees for overtime in accordance with the University’s Overtime and Compensatory Time Off Policy. Compensatory time off is paid time off equal to one-and-one-half times the amount of time worked in excess of 40 hours within a work week

Process

1. No later than the last week of each month, supervisors review anticipated workload for the next forecast period with their direct reports.
2. If overtime is anticipated, the supervisor and employee collaborate to consider options for:
   1. Adjusting the employee’s same-week work schedule.
   2. Adjusting the workload deadline(s).
   3. Reallocating all or portions of the anticipated workload internally.
   4. Engaging external personnel or other resources to handle all or portions of the workload.
   5. Rescinding all or portions of the workload.
3. If overtime cannot be avoided, the supervisor and employee collaborate to determine how and when the anticipated overtime will be balanced with future leave.
4. The supervisor submits an Overtime Forecast form for each employee no later than one month in advance. For example, overtime forecasts for March are submitted by February 1.
   1. Supervisors receive an automated email reminder on the 22nd of each month to submit forecasts by the end of the current month.
   2. The Overtime Forecast form is linked in the email reminder.
   3. Forecasts are submitted for all employees, including those not expected to have overtime and employees who are exempt from overtime compensation.
5. The supervisor and the employee receive an automated email confirmation of the forecast submission with the submission details.
6. Each overtime forecast submission is automatically recorded in the EDA Business Office Teams files: Documents > 01. Business Operations > TIM > Overtime Forecast Form Submissions.
7. The TIM Administrator routes each forecast to the corresponding second-level supervisor for review.
8. Second-level supervisors review the submissions, enter comments or clarifications as needed, and Approve or Flag each forecast:
   1. Approved: the forecast overtime and plan for balance hours is approved.
   2. Flagged: the forecast overtime and/or the plan for balance requires further conversation with the second-level supervisor.
      1. Flagged forecasts may be resubmitted for approval following conversations with the second-level manager.
9. The TIM Administrator enters approved forecasted overtime hours in the EDA Business Office Teams files: Documents > 01. Business Operations > TIM > Overtime Forecast Tracking by Month.
10. All employees – SHRA Non-Exempt, SHRA Exempt and EHRA employees –communicate any major shifts in their anticipated workload as soon as possible to their supervisor. This allows the supervisor and employee to determine options for:
    1. Adjusting the employee’s same-week work schedule.
    2. Adjusting the workload deadline(s).
    3. Reallocating all or portions of the anticipated workload internally.
    4. Engaging external personnel or other resources to handle all or portions of the workload.
    5. Rescinding all or portions of the workload.
    6. Updating the plan for balance in accordance with the shift in workload.
11. In addition to the standard completion and approval of timecards during pay period close:
    1. Supervisors:
       1. Review employee leave taken and/or comp time and other PTO accruals to plan for balance and/or ensure accruals align with existing plans for balance.
    2. The TIM Administrator:
       1. Pays out any "Expired Comp Time" or "Expired Holiday ETO" hours.
    3.     Refer to the university’s overtime and compensatory time off policy. 
12. Overtime forecast-to-actual data and accrued comp time balances are reviewed by the Leadership Team quarterly to hold the organization accountable for adhering to its principles of workload planning and balance.

Exceptions

The Executive and Artistic Director has discretion to the direct payout of any or all overtime or accrued comp time hours.

Related Requirements

External Regulations

• Hours of Work and Overtime Compensation Policy - NC Office of State Human Resources
• Federal Fair Labor Standards Act (FLSA) - US Department of Labor

University Policies, Standards, and Procedures

• UNC-Chapel Hill Overtime and Compensatory Time Off Policy
• UNC-Chapel Hill Wage Hour Definitions

Contact Information

Primary Contact

Name: Jah'Mar Coakley

Title: Assistant Director of People & Culture

Unit: Carolina Performing Arts

Email: jcoakley@unc.edu

Important Dates

• Effective Date and title of Approver:
  • Effective Date: September 6, 2023
  • Approver: 
• Revised effective July 1, 2024
  • Material changes:
    1. The default compensation for SHRA Non-Exempt overtime will be accrued comp time.
    2. An overtime forecast is submitted for every employee every month.
    3. Options for mitigating overtime are listed.
    4. The priority order for leave utilization is listed.
• Revised March 31, 2025 by the CPA Business Office
  • Updated the link to the Workload Forecast Form to the new form version.
  • Updated the document title from "Procedure-Workload Review and Forecast-20240701" to "Workload Planning, Tracking and Balance"
• Next Review: July 1, 2026