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Overtime Hours for Contracted and Agency Nursing Staff (5.11)

Overtime Hours for Contracted and Agency Nursing Staff (5.11) - Policies, Administrative, UWHC, Department Specific, Nursing Administrative, Supplemental Staff

5.11

POLICY & PROCEDURE





Effective Date:
April 1, 2017

Administrative Manual
Nursing Manual
 Other _______________

Policy #:
5.11

Original
 Revision

Page 1
Of 2

Title:
Overtime Hours for Contracted and
Agency Nursing Staff


I. PURPOSE
A. To keep actual staffing costs within budget there must be strict guidelines for the use and
monitoring of contracted and local agency staff overtime. This policy pertains to all
nursing departmental areas, with the exception of ambulatory.

II. POLICY
A. Overtime Definition and Application:
1. No contracted staff, i.e. traveler or local agency, will be scheduled for or granted
permission to work overtime hours, except as noted under "Procedure for
Exceptions" below. Overtime hours for this staff are defined as any hours worked
over 40 hours in a work week.
2. Overtime can be generated in two different ways: 1) by scheduling an entire shift
that results in hours worked over 40 during the week, or 2) by generating
"incidental" overtime caused by extra minutes or hours at the beginning or end of
a regularly scheduled shift, and resulting in hours worked over 40 during the
week.
B. Procedure for Exceptions
1. The Senior Vice President, Chief Nurse Executive & Chief Nursing Officer –
Inpatient may grant generic approval of overtime hours during times of high need
for staffing resources. Any implementation guidelines developed for these
situations will be implemented and monitored by the department managers who
oversee the traveler and/or local agency staff.
2. Traveler and local agency staff may be scheduled for an overtime shift only after
obtaining written approval from the appropriate Director. The clinical unit
director will approve overtime of Traveler/Agency staff hired onto clinical units.
The Director of Nursing Operations Support will approve the scheduling of
overtime shifts for Float Travelers and local agency staff members who are
managed centrally.
a. Upon receipt of a manager's request to schedule agency staff for overtime,
written approval (e-mail is appropriate) will be sent by the Director to the
requesting manager and copied simultaneously to the Director of Nursing
Finance and Staffing Effectiveness. If this occurs on an evening, night,
weekend, or holiday shift, the approval will be sent to the Director of
Nursing Finance and Staffing Effectiveness within 2 business days

POLICY & PROCEDURE





Effective Date:
April 1, 2017

Administrative Manual
Nursing Manual
 Other _______________

Policy #:
5.11

Original
 Revision

Page 2
Of 2

Title:
Overtime Hours for Contracted and
Agency Nursing Staff


(Monday - Friday).
b. As a matter of practicality for implementation of this policy on evening,
night, weekend, and holiday shifts, there may be instances when the
requestor will contact the Nursing Coordinator, who will then seek
approval from the Nursing Administrator on Call. If approval is granted,
the requestor (Nursing Coordinator or Manager) is responsible for
preparing the written request and e-mailing it to the approving Director.
The overtime request must include the unit name, shift length, staff type,
and date of occurrence. The Director will send the approval
acknowledgement to the Director of Nursing Finance and Staffing
Effectiveness. Both the request and approval will be written and
processed within 2 business days of the event.
3. Traveler and local agency staff may incur overtime as a result of extra minutes or
hours worked at the start or end of a regularly scheduled shift. While not
requiring advance director approval, this type of overtime requires discussion
between the manager and director. Upon receipt of the monthly Traveler and
Agency report, the director will initiate discussion with any manager whose report
shows agency staff overtime, and will send a written statement describing the
reason for any incidental overtime to the Director of Nursing Finance and Staffing
Effectiveness within seven (7) days of report receipt.
4. All written approval and acknowledgement statements received by the Director of
Nursing Finance and Staffing Effectiveness will be compared to the actual
overtime hours worked as reported on the monthly Traveler and Agency report.
Discrepancies will be reported to the appropriate director.
C. Adherence to this policy will be strictly monitored. Non-compliance will be reported to
the appropriate director and to the Senior Vice President, Chief Nurse Executive and
Chief Nursing Officer - Inpatient or outpatient designee. This procedure is subject to
internal audit.

III. AUTHORED BY
Director, Nursing Operations Support

IV. REVIEWED BY
A. Director of Nursing Finance and Staffing Effectiveness, March 2017

POLICY & PROCEDURE





Effective Date:
April 1, 2017

Administrative Manual
Nursing Manual
 Other _______________

Policy #:
5.11

Original
 Revision

Page 3
Of 2

Title:
Overtime Hours for Contracted and
Agency Nursing Staff


B. Nurse Managers - Nursing Operations Support, March 2017
C. Nursing Administrative Policy and Procedure Committee, April 2017

SIGNED BY:
Beth Houlahan, DNP, RN, CENP
Senior Vice President
Chief Nurse Executive