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Shift Differential for General Employees

Issued: Oct. 9, 1999

Reissued: Oct. 8, 2014

HR Advisories are intended to assist with the clarification or interpretation of Personnel Rules & Regulations, provide guidelines on procedures, provide additional detail or information on a Rule, describe Best Practices or serve as a teaching resource.

Applicability

General employees eligible for shift differential and who have a fixed, additional or temporary assigned shift with more than 50% of the work time between the hours of 4:00 p.m. and 6:00 a.m.

Definitions

Shift: A work schedule of consecutive regular hours assigned to an employee whether mandated to or volunteered for by the employee. An assigned shift may result in shift hours occurring on two consecutive days. Two or more shifts may occur in one day if an employee works a fixed shift and is assigned an additional shift.

Additional Shift: A shift assigned to or directed to be worked by an employee to replace an absent employee or to provide adequate staffing for an event or activity. The assignment may be for a full or partial shift and must be approved by a supervisor.

Fixed Shift: The work schedule assigned as the regular approved schedule for an employee’s recurring 40-hour work week. A fixed shift is assigned in daily increments of eight, ten or twelve hours or daily increments that result in working 40 hours a week.

Temporary Shift: A supervisor removes an employee from his or her fixed shift and temporarily assigns the employee to a different shift in increments of eight, ten or twelve hours for training, minimum staffing, meetings or other reasons.

Policy

Eligibility for Shift Differential Pay

Eligible employees working a regular (fixed), temporary or additional shift with more than 50% of its time occurring between 4:00 p.m. and 12:00 midnight (second shift) receive shift differential pay at the rate of 50 cents per hour. Those working a shift with the majority of its time occurring between 12:01 a.m. and 6 a.m. (third shift) receive 75 cents per hour. Those working a shift with more than 50% of the time occurring between 6:00 a.m. and 4:00 p.m. (first shift) do not receive shift differential. Shift differential is paid based on an assigned regular, additional or temporary shift that meets these established timeframes. If the shift worked qualifies the employee to receive shift-differential pay, it is paid on all hours worked in the shift.

If a shift is evenly split between two of the shifts which qualify for shift differential pay, the lower shift differential rate is paid. Employees who work continuously beyond their shift to complete work or arrive early (which requires supervisory approval) receive shift differential (if applicable) at their assigned regular or temporary shift’s normal rate.

Shift-differential is not paid for Emergency Callback, Court or non-emergency callback time.

Shift-differential pay is paid only for time actually worked during a fixed, additional or temporary shift. Use of any leave (including use of compensatory time and accrued holiday leave) does not earn shift differential pay. Shift-differential is paid for hours worked based on the majority hours of the regular, additional or temporary shift even if an entire daily shift is not worked.

Shift-differential is paid, if applicable, when an employee accrues compensatory time in lieu of receiving overtime pay because shift differential is not paid when compensatory time is used.

Illustrations

All scenarios assume that a supervisor has approved the hours worked, in advance when possible.

Example Shift Differential
Held over from assigned second shift to third shift Second shift
Emergency call-back None
Regular second shift works first shift for one day None
Regular first shift works second shift for one day Second shift
First shift employee is asked to work an additional partial shift for four hours of second shift due to absent employees (3:00 pm - 7:00 pm) None for regular shift; second shift for additional shift worked 3:00 pm - 7:00 pm (Note: If the additional shift had been from 2:00 - 6:00 pm, second shift would not be paid since it is less than the majority after 4:00 pm).
First shift employee is completing a current assignment or task for that day when his or her shift ends and the employee stays late. None (regardless of how late the employee stays).
Third shift employee assigned to work an additional shift during the first shift. The hours are contiguous between third shift and first shift. Third shift for regular shift; none for hours assigned as an additional shift.
Second shift employee only works two hours of regular shift or temporary assignment, leaving at 4:00 pm. Second shift for hours worked; no shift differential for leave hours used.
Employee works 12:00 noon to 8:00 pm resulting in exactly 50% of hours assigned occurring after 4 pm (even if they are held over late). None
Work a second shift and a third shift on the same calendar day. Second shift hours paid at the third shift rate.
Work a third shift that has work hours that cross over two days (midnight) and work second shift hours on both of these days. Second shift work time on both days paid at the third shift rate.
Work an assigned first shift and third shift on the same day. Third shift rate for the third shift hours; no shift differential pay for day shift hours.

Scenarios

1. First shift employee assigned temporarily to second shift for two days: An employee has an approved fixed shift from 10:00 am - 6:00 pm which does not normally entitle the employee to shift differential pay. A supervisor assigns the employee work from 1:00 pm until 11:00 pm on Wednesday and Thursday, earning second shift differential for these days since more than half of the shift was after 4:00 pm; however, on Thursday, the employee went home sick after working four hours. Because the employee was assigned to work second shift, the employee is paid shift differential for the hours worked from 1:00 pm to 5:00 pm based on the assigned schedule for Thursday.

</tr>
Saturday Sunday Monday Tuesday Wednesday Thursday Friday
Off Off 10:00am- 6:00pm 10:00am- 6:00pm 1:00pm- 11:00pm 1:00pm- 5:00pm Off
Day Off Day Off 10 REG 10 REG 10 REG 4 REG Day Off
    0 SD 0 SD 10 SD2 4 SD2  
          6 Sick  

2. Example of an employee flexing a shift differential schedule: An employee has an approved fixed shift from 8:00 pm until 6:00 am which entitles the employee to third shift differential pay. The employee works additional hours on Monday and Tuesday and flexes his or her time on Thursday by taking off the last two hours of the employee’s shift (with supervisor approval) so that the employee has worked a 40 hour week.

Saturday Sunday Monday Tuesday Wednesday Thursday Friday
Off Off 8:00pm-7:00am 8:00pm-7:00am 8:00pm-6:00am 8:00pm-4:00am Off
Day Off Day Off 4 REG 11 REG 11 REG 10 REG 4 REG
    4 SD3 11 SD3 11 SD3 10 SD3 4 SD3

(Daybreak: Remember that the day ends at midnight, so although an employee starts a shift on Monday they will only be paid time on Monday for the hours worked on Monday (8:00 pm to midnight), the rest of the hours from the shift will be classified as hours earned on Tuesday (midnight to 7:00 am)

3. Examples of employee being held over for work or arriving early to complete tasks associated with their fixed shift:

  1. **Employee held over:**
    1. First shift employee held over for four hours in second shift: An employee has an approved fixed shift from 6:30 am until 4:30 pm which does not normally entitle the employee to shift differential pay. The employee needs to stay late on Wednesday to 8:30 pm. (The employee is flexing time on Thursday and only works to 12:30 pm at the request of the supervisor).
      Saturday Sunday Monday Tuesday Wednesday Thursday Friday
      Off Off 6:30am-4:30pm 6:30am-4:30pm 6:30am-8:30pm 6:30am- 12:30pm Off
      Day off Day off 10 REG 10 REG 14 REG 6 REG Day Off
          0 SD 0 SD 0 SD 0 SD  
    2. Third shift employee held over for four hours in first shift:
      An employee has an approved fixed shift from 8:00 pm until 6:00 am which entitles the employee to third shift differential pay. The employee needs to stay late on Thursday morning to 10:00 am. (The employee is flexing time on the shift beginning at 8:00 pm on Thursday and only works to 2:00 am on Friday at the request of the supervisor).
      Saturday Sunday Monday Tuesday Wednesday Thursday Friday
      Off Off 8:00pm- 6:00am 8:00pm- 6:00am 8:00pm-10:00am 8:00pm- 2:00am Off
      Day Off Day Off 4 REG 10 REG 10 REG 14 REG 2 REG
          4 SD3 10 SD3 10 SD3 14 SD3 2 SD3
  2. **Employee arrives early:**
    1. First shift employee arrives two hours early: An employee has an approved fixed shift from 6:30 am until 4:30 pm which does not normally entitle the employee to shift differential pay. The employee needs to come in early on Wednesday. (The employee is flexing time on Thursday and only works to 2:30 pm at the request of the supervisor).
      Saturday Sunday Monday Tuesday Wednesday Thursday Friday
      Off Off 6:30am-4:30pm 6:30am-4:30pm 4:30am-4:30pm 6:30am-2:30pm Off
      Day Off Day Off 10 REG 10 REG 12 REG 8 REG Day Off
          0 SD 0 SD 0 SD 0 SD  
    2. **Third shift employee arrives two hours early:**
      An employee has an approved fixed shift from 8:00 pm until 6:00 am which entitles the employee to third shift differential pay. The employee needs to come in early on Wednesday evening. (The employee is flexing time on the shift beginning at 8:00 pm on Thursday and only works to 4:00 am on Friday at the request of the supervisor).
      Saturday Sunday Monday Tuesday Wednesday Thursday Friday
      Off Off 8:00pm-6:00am 8:00pm-6:00am 6:00pm-6:00am 8:00pm-4:00am Off
      Day Off Day Off 4 REG 10 REG 12 REG 10 REG 4 REG
          4 SD3 10 SD3 12 SD3 10 SD3 4 SD3

4. Examples of employee working two different assigned shifts that cross days:

  1. Second shift employee completes assigned shift and starts a second assigned shift:
    An employee has an approved fixed shift from 12:00 pm (noon) until 10:00 pm which is a second shift differential shift. The employee is assigned to work a temporary shift (not a continuation of the fixed shift) from 10:00 pm to 4:00 am. The employee is paid at the SD3 rate for both his fixed shift and the assigned temporary shift on both Tuesday and Wednesday. Since the assigned shift crosses days and is an eligible third shift, second shift hours on both days are paid at the third shift rate.
    Saturday Sunday Monday Tuesday Wednesday Thursday Friday
    Off Off 12:00pm-10:00pm 12:00pm-10:00pm 12:00pm-10:00pm 12:00pm-10:00pm Off
    Day Off Day Off 10 REG 10 REG 10 REG 10 REG  
        10 SD2 10 SD2 10 SD2 10 SD2  
          Assigned Shift
    Tuesday
    10:00 p.m.
    SD3 for 12 hours
    Wednesday
    4:00 a.m.
    SD3 for 14 hours
       
  2. First shift (day) employee completes assigned fixed shift and starts a second assigned shift: An employee has an approved fixed shift from 10:00 am until 6:00 pm. The employee is assigned to work a temporary shift from 7:00 pm to 11:00 pm. The employee is paid the regular rate for the fixed 8 hour shift and the SD2 rate for the four hours worked during the second shift time period.
    Saturday Sunday Monday Tuesday Wednesday Thursday Friday
    Off Off 10:00am-6:00pm 10:00am-6:00pm 10:00am-6:00pm 10:00am-6:00pm 10:00am-6:00pm
    Day Off Day Off 8 REG 8 REG 8 REG 8 REG 8 REG
        0 SD 0 SD 0 SD 0 SD 0 SD
          Assigned Shift
    Tuesday
    7:00pm- 11pm
    SD2 for 4 hours
         
  3. First shift (day) employee completes assigned fixed shift and starts a second assigned shift: An employee has an approved fixed shift from 10:00 am until 6:00 pm. At approximately 5:00 pm, the employee responds to an incident that requires the employee to work until 11:00 pm. The employee is paid only the regular rate for the 13 hours worked that day. Even though the employee worked seven hours of the total 13 hours during the second shift time period, these are a continuation of the employee's fixed assigned shift. Based on the employee's hours worked for the week, the employee receives five hours of overtime for the additional time worked on Tuesday.
    Saturday Sunday Monday Tuesday Wednesday Thursday Friday
    Off Off 10:00am-6:00pm 10:00am-6:00pm 10:00am-6:00pm 10:00am-6:00pm 10:00am- 6:00pm
    Day Off Day Off 8 REG 8 REG 8 REG 8 REG 8 REG
        0 SD 0 SD 0 SD 0 SD 0 SD
          Off at 11:00 p.m.      
    </li>
  4. Second shift employee completes assigned shift and starts a second assigned shift: An employee has an approved fixed shift from 12:00 pm (noon) until 10:00 pm which is a second shift differential shift. The employee is assigned to work a temporary shift from 12:00 midnight to 4:00 am on Wednesday. The employee is paid at the SD3 rate for both his/her fixed shift and the assigned temporary shift on Wednesday.
  5. Saturday Sunday Monday Tuesday Wednesday Thursday Friday
    Off Off 12:00pm-10:00pm 12:00pm-10:00pm 12:00pm-10:00pm 12:00pm-10:00pm Off
    Day Off Day Off 10 REG 10 REG 10 REG 10 REG Day Off
        10 SD2 10 SD3 10 SD2 10 SD2  
            Assigned Shift
    12:01 am
    4:00 am
    SD3 for 14 hours
       
  6. Employee works a shift on day off: An employee is assigned a temporary shift on the employee's days off. The temporary shift begins at 11:00 pm on Saturday and ends at 4:00 am on Sunday. The temporary shift is eligible for third shift pay. The hour worked on Saturday is paid the third shift rate and the four hours worked on Sunday are also paid at the third shift rate.
    Saturday Sunday Monday Tuesday Wednesday Thursday Friday
    Off Off 12:00pm-10:00pm 12:00pm-10:00pm 12:00pm-10:00pm 12:00pm-10:00pm Off
    Day Off Day Off 10 REG 10 REG 10 REG 10 REG Day Off
        10 SD2 10 SD3 10 SD2 10 SD2  
    Saturday 11:00 p.m.
    SD3 for 1 hour
    Sunday 4 a.m.
    SD3 for 4 hours
             
  7. </ol> ## Time Entry Procedure ## 1. Employees' schedules must be either assigned or managed to the eligible shift. 2. Hours worked should be entered on the punched time sheet as actually worked. ## Questions ## For additional information please call the Assistant HR Director at 817-392-2632. This HR Advisory is a brief synopsis of policy and any questions or apparent conflicts between an Advisory and City policy should be directed to the Human Resources Director or an Assistant HR Director for clarification.

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