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CTO Payout (Yearly)

Compensatory Time Off (CTO) earned and accumulated by non-exempt employees for overtime hours worked in each pay period is calculated at the employee's current hourly rate and any balance remaining is paid out to the employee on the final pay in August each year. When CTO hours are earned, they are calculated at 1.50 times hours worked.

Eligibility

Non-exempt employees that have an accumulated CTO balance at the time of payment processing.

Timeline of Payout Processing

All Compensatory Time Off (CTO) balances as of the bi-weekly workweek ending on the second Saturday in August will be paid to non-exempt employees in their final pay of August.

Second Saturday in August:

  • All CTO requests must be requested by the employee and approved by the Supervisor/Designee in Applaud by 5 p.m.
  • All CTO requests in pending or approved status in Applaud for dates starting on the second Sunday in August and forward need canceled.

Second Sunday of August:

  • CTO leave type option will not be available in Applaud for employees through the completion of the end of August pay date payroll processing.
  • Employees will not have the ability to reverse CTO election to Overtime or Overtime to CTO.
  • CTO calculations will restart beginning with workweek on the second Sunday of August.

Third Tuesday of August (after completion of end of August payroll processing):

  • CTO balances will reset to zero in Applaud. 
  • CTO leave type will become available in Applaud.

Final Pay in August:

  • Employee will receive payment of CTO balance at their regular rate of pay.

Upon completion of first pay in September:

  • CTO balances earned beginning the second Sunday in August will be available in Applaud.

Special Considerations

Strategic Business Advisors (SBAs) – If the employee has a CTO balance less than 0.25 hours and desires to use their balance on or before the second Saturday in August, please send an email to payroll@mail.wvu.edu and sharedservices@mail.wvu.edu.  Payroll will manually submit the hours for payment and Shared Services will manually adjust the CTO leave balance.

Questions?

Payout of CTO: payroll@mail.wvu.edu 

CTO balances: sharedservices@mail.wvu.edu

Hourly Rate/Calculation of time worked: compensation@mail.wvu.edu