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Compensation For Travel Time

Overview

This policy outlines details regarding how non-exempt employees are compensated for time away from their regular work locations for work-related events and responsibilities.

Definitions

Travel: Time away from the employee’s regular work location. Travel often requires an overnight stay to complete the required duties of their position but can also take place within a work day.

Exempt: classification of employee that are paid a set level of compensation and are not eligible for overtime pay regardless of hours worked. Also referred to as salaried.

Non-exempt:  classification of employes that are paid hourly and are eligible for overtime compensation if the total hours worked in a week are over 40.  The work week is defined as Sunday – Saturday.  Also referred to as hourly.

Responsibilities

Employee: report travel time worked per the policy requirements.  Ensure supervisor approval of travel plans in advance.

Supervisor: review travel plans with employees and ensure consistent application of the policy and pay procedures.

Policy and Procedures

Non-exempt employees may need to travel to complete the requirements of their position. The following situations outline how time should be reported by a non-exempt employee when traveling.

  1. Travel within a day’s work
    1. When an employee spends time traveling as part of their principal activity, such as travel from one job location to another during the workday, that time will count as hours worked and should be reported accordingly.
    2. If an employee is required to report at a meeting place or location to receive tools or instruction and then travel to a different location for their work to be completed, that time will count as hours worked and should be reported accordingly.
    3. Travel to and from home on a regular work day is not paid work time.
  1. Overnight travel
    1. Travel that keeps an employee away from home overnight is considered travel away from home and is paid work time when it cuts across the employee’s regular work day and should be reported accordingly. This includes corresponding normal work hours on days that are not regular work days.
    2. Travel time outside of regular working hours as a passenger on a plane, train, boat, bus or car is not considered paid time.
      1. Example: If the regular work schedule is 8am-4:30pm Monday-Friday, travel time will be considered paid between those established hours. If travel takes place within these hours on Saturday or Sunday, the travel time will also be considered paid time. travel took place starting at 6pm, that travel time would not be paid time.
    3. If the employee is actively driving or is required to ride as an assistant or helper (even if outside of regular working hours) is considered paid time and should be reported accordingly.
    4. Any work that an employee is required to perform while traveling, regardless of time of day, must be reported and paid time.
  2. Exempt employees may need to travel to complete the requirements of their position. Based on their exempt status, regardless of the timing and length of travel, their compensation will not be impacted.
  3. Questions concerning travel time should be discussed with the employee’s supervisor prior to the travel taking place to ensure compliance with these policies and Department of Labor regulations.

 

Last Revision Date: 3/20/2024

Policy Owner: Talent, Equity and Engagement Office