PM 11-4 Alternative Workweek Schedules for Overtime Eligible Employees at Campus & JPL (AWS)

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Date: October 5, 2026
Approved by: Julia M. McCallin, Associate Vice President for Human Resources, Chief Human Resources Officer

(This supersedes memo 11-4, dated September 26, 2022)

1.0 POLICY

The Institute provides alternative workweek schedules to allow increased flexibility in employees' scheduled work hours and workdays.

The Alternative Workweek Schedule (AWS) workdays and hours for individual employees are subject to internal and external Institutional needs as determined by management and to applicable legal requirements governing the implementation of such schedules.

To meet business requirements, employees on the AWS may be required to work on their Regular Day Off (RDO) from time to time.

An Alternative Workweek Schedule may be established with management approval and an election by affected employees. For additional information on the election process, please contact Human Resources.

The Institute, at its discretion, may discontinue the AWS at any time. Alternatively, employees or management may propose new Alternate Workweek Schedules or changes to existing Alternative Workweek Schedules. Any such proposal would be implemented only if the affected employees vote to adopt the proposal by a two- thirds majority in a secret ballot election administered by Human Resources.*

* The addition of schedule options under an already existing AWS does not require a vote and is based on management discretion.

2.0 DEFINITIONS

Alternative Workweek Schedule (AWS) - a regularly scheduled workweek requiring an employee to work more than eight (8) hours in a 24-hour period but no more than ten (10) hours of work per day or more than forty (40) hours of work in a workweek.

Regular Day Off (RDO) - refers to the day or days an employee is not scheduled to work as a result of the alternative work schedule. Also referred to as regularly scheduled day(s) off.

Payroll Workweek - means seven (7) consecutive days, starting with the same calendar day each week. A payroll workweek is a fixed and regularly recurring period of 168 hours, seven (7) consecutive 24-hour periods.

Four and One-Half Day Workweek Schedule - the four and one-half day workweek schedule consists of four (4) 9-hour days and one (1) 4-hour day each workweek. The payroll workweek is a seven (7) consecutive day period which begins at 12:00 a.m. Monday and ends at 11:59 p.m. on the following Sunday.

4/10 Workweek Schedule - the 4/10 workweek schedule consists of four (4) 10-hour days each workweek. The payroll workweek is a seven (7) consecutive day period which begins at 12:00 a.m. Monday and ends at 11:59 p.m. on the following Sunday.

9/80 Workweek Schedule - the 9/80 workweek schedule consists of four (4) 9-hour calendar workdays (e.g. Monday through Thursday) and one (1) 8-hour calendar workday (e.g. Friday), followed by another calendar week of four (4) 9-hour calendar workdays (e.g. Monday through Thursday) and a regular day off (e.g. Friday).

• At Campus, there are two (2) 9/80 workweek schedules. Schedule A runs from Friday at 11:00 a.m. to the following Friday at 10:59 am. Schedule B runs from Monday at 11:00 a.m. to the following Monday at 10:59 a.m.
• At JPL, there are three (3) 9/80 workweek schedules: Schedule A runs from Friday at 10:00 a.m. to the following Friday at 10:00 a.m., Schedule B runs from Friday at 11:00 a.m. to the following Friday at 11:00 a.m., and Schedule C runs from Friday at 12:00 p.m. to the following Friday at 12:00 p.m.
  
  Schedule selection is subject to manager approval.

3.0 ELIGIBILITY

Employees who are full-time (have a regular weekly work schedule of forty [40] hours) may be eligible for the AWS.

Part-time employees are ineligible for AWS since their weekly work schedule is less than forty (40) hours. However, part-time employees who have their weekly work schedule increased to forty (40) hours, even on a temporary basis, may become eligible for the AWS. Managers should contact Human Resources for guidance.

Some employees may not be able to participate in the AWS due to the nature of the job, customer requirements, significant project demands or other business necessities.

Employees working a Nonstandard Workweek are not eligible for the AWS.

At JPL, Weekly employees who are working the 9/80 AWS are not eligible for EWW (Extended Workweek).

4.0 EMPLOYEE RESPONSIBILITY

Employees who are considering or participating in the AWS are required to read and adhere to this Personnel Memorandum.

Employees should anticipate remaining on the AWS as long as the Institute maintains the schedule in effect. However, if an overtime eligible employee is unable to work the AWS, the Institute will attempt to provide the employee with a standard 5/40 workweek schedule.

Employees choosing to work the AWS understand that they waive their entitlement to overtime when they work over eight (8) hours in a workday, up to their regularly scheduled hours for that day (nine [9] hours in a 9/80 workweek schedule, nine [9] hours in a four and one-half workweek schedule, or nine [9] hours in a 4/10 workweek schedule).

Prior to commencing an AWS or returning to an AWS from a 5/40 workweek schedule, employees authorized to work the AWS must sign an AWS agreement. Employees will be provided with a copy of the signed agreement.

5.0 MANAGEMENT RESPONSIBILITY

Management is responsible for monitoring employees' compliance with the AWS.

Managers of departments which have already completed the election process and who choose to have their department participate in the AWS during the summer months only will be responsible for informing their employees each year of the start and end dates. Managers should work with Human Resources to ensure all employees have signed an AWS agreement prior to commencing the AWS.

For business reasons, the Institute may make occasional, infrequent changes to the schedules of employees who are participating in an AWS, including temporarily changing employees to the Institute's standard 5/40 workweek schedule.

6.0 OVERTIME STANDARDS FOR THE ALTERNATIVE WORKWEEK SCHEDULE

The scheduled hours in a payroll workweek for employees on an AWS is forty (40) hours. Employees may not charge paid absence time such as vacation, sick leave, jury duty, bereavement, or military leave on their RDO.

6.1 Four and One-Half Day Workweek Schedule

Overtime eligible employees at Campus will be paid overtime after nine (9) hours in a scheduled 9-hour workday, after four (4) hours in a scheduled 4-hour workday, or after forty (40) hours in a payroll workweek.

Below is an example of this schedule.

6.2 4/10 Workweek Schedule

Overtime eligible employees at Campus will be paid overtime after ten (10) hours in a scheduled 10-hour workday or after forty (40) hours in a payroll workweek.

Below is an example of this schedule.

6.3 9/80 Workweek Schedule

Schedule A (second Friday off)

The 9/80 payroll workweek for Schedule A runs from Friday at 11:00 a.m. to the following Friday at 10:59 a.m.

Overtime eligible employees at Campus work eight (8) hours on the first Friday of the 9/80 ("working Friday") from 7:00 a.m. to 4:00 p.m. with a 1-hour meal period beginning at 11:00 a.m. The hours worked on the "working Friday" will be split into two (2) 4-hour segments with the first segment ending at 11:00 a.m. counting towards hours worked in payroll workweek one and the second segment beginning at 11:00 a.m. counting towards hours worked in payroll workweek two. Due to the Friday 11:00 a.m. closure of the 9/80, 40-hour payroll workweek, employees working Schedule A will not be able to vary their work start and stop times on the "working Friday" without potentially incurring overtime.

At JPL, overtime eligible and hourly employees will work eight (8) hours on the first Friday of the 9/80 ("working Friday") at their regularly scheduled start time (Schedules, A, B, and C) with a 30-minute meal period. The hours worked on the "working Friday" will be split into two (2) 4-hour segments with the first segment counting towards hours worked in payroll workweek one and the second segment counting towards hours worked in payroll workweek two. Due to JPL's menu of 9/80 workweek schedules (Schedules A, B and C) these employees will not be able to vary their work start and stop times on the "working Friday" without potentially incurring overtime. Any changes to stop and start times must have management approval.

The second Friday of each 9/80 schedule is the employee's RDO. The RDO is a non-workday. Employees may not charge paid absence time such as vacation, sick leave, jury duty, bereavement or military leave on their RDO.

Overtime eligible employees at Campus and hourly or overtime eligible employees at JPL who work the 9/80 AWS will be paid overtime after nine (9) hours in a scheduled 9-hour workday (Monday through Thursday), after an 8-hour day on the working Friday, or after forty (40) hours in a payroll workweek.

Below is an example of this schedule.

Schedule B (first Monday off)

At Campus, the 9/80 payroll workweek for Schedule B runs from Monday at 11:00 a.m. to the following Monday at 10:59am.

Overtime eligible employees at Campus work eight (8) hours on the second Monday of the 9/80 ("working Monday") from 7:00 a.m. to 4:00 p.m. with a 1-hour meal period beginning at 11:00 a.m. The hours worked on the "working Monday" will be split into two (2) 4-hour segments with the first segment ending at 11:00 a.m. counting towards hours worked in payroll workweek one and the second segment beginning at 11:00 a.m. counting towards hours worked in the second payroll workweek. Due to the Monday 11:00 a.m. closure of the 9/80, 40-hour payroll workweek, employees working Schedule B will not be able to vary their work start and stop times on the "working Monday" without potentially incurring overtime.

The first Monday of each 9/80 schedule is the employee's RDO. The RDO is a non-workday. Employees may not charge paid absence time such as vacation, sick leave, jury duty, bereavement or military leave on their RDO.

Overtime eligible employees at Campus will be paid overtime after nine (9) hours in a scheduled 9-hour workday or after forty (40) hours in a payroll workweek.

Below is an example of this schedule.

7.0 SCHEDULE CHANGES BETWEEN THE STANDARD 5/40 WORKWEEK SCHEDULE AND ALTERNATIVE WORKWEEK SCHEDULES

Managers should consult with Human Resources before making any changes in workweek schedules for employees. Schedule changes between AWS schedules not only result in a change in the payroll workweek but may result in overtime for employees. Such changes at management's initiation will be allowed only on an infrequent basis, generally no more than two (2) times per year for any employee unless business needs require otherwise. The Institute reserves the right to schedule employees to work in a manner that responds to its business needs, subject to applicable legal requirements.

8.0 CALCULATING PAY FOR ALTERNATIVE WORKWEEK SCHEDULES

Employees who work the AWS will receive straight time pay for hours worked within the schedule established by the AWS agreement.

8.1 Payment at Time-and-One-Half (1.5)

Overtime eligible employees at Campus and hourly and overtime eligible employees at JPL will receive overtime pay at the rate of one and one-half (1.5) times the employee's regular rate of pay, including shift premium, where applicable:

• For time worked in excess of the scheduled hours or for time worked in excess of forty (40) hours in a payroll workweek.
• During the first twelve (12) hours of time worked on an Institute designated paid holiday that is a regularly scheduled workday or shift. In addition, the employee will be paid regular holiday pay at straight time per PM 15-2.
• For the first eight (8) hours of time worked on the seventh consecutive day of work in a payroll workweek.

8.2 Payment at Double Time (2.0)

Overtime eligible employees at Campus and hourly and overtime eligible employees at JPL will receive double time pay at the rate of two (2) times the employee's regular rate of pay, including shift premium, where applicable:

• For time worked in excess of twelve (12) hours in a workday
• For time worked on an employee's second scheduled day off in a payroll workweek.
• For time worked in excess of either (8) hours on those days worked beyond the regularly scheduled number of workdays established in the AWS agreement.
• For time worked in excess of twelve (12) hours on an Institute designated paid holiday that is a regularly scheduled workday or shift.
• For all time worked on an Institute designated paid holiday, which is not a regularly scheduled workday or shift. In addition, the employee will be paid regular holiday pay at straight time per PM 15-2.
• For time worked in excess of eight (8) hours on the seventh consecutive day of work in a payroll workweek.

9.0 SICK LEAVE, VACATION, PAID HOLIDAYS, PERSONAL HOLIDAYS, AND OTHER QUALIFIED PAID TIME OFF FOR EMPLOYEES ON AN AWS

Sick leave, vacation, paid holidays, personal holidays, and other qualified paid time off, are not considered as time worked in computing overtime.

Paid sick leave, vacation, and work time combined may not exceed the employee's scheduled hours in any one workday.

Employees must record actual hours taken for sick leave, vacation, paid holidays, personal holidays, and other qualified paid time off based upon their regularly scheduled workday.

10.0 PERSONAL HOLIDAY

Eligible employees annually receive up to eight (8) hours of personal holiday time based upon their scheduled hours.

Employees may use up to a maximum of eight (8) hours of personal holiday pay in one workday.

If an employee takes a personal holiday on a 9- or 10-hour day, the employee must charge one (1) or two (2) hours to vacation. If the employee has exhausted their vacation hour accruals, they must take leave without pay.

11.0 INSTITUTE-DESIGNATED HOLIDAYS

11.1

Employees will receive holiday pay equivalent to one regularly scheduled workday:

• up to ten (10) hours when the holiday is observed on a 10-hour workday.
• up to nine (9) hours when the holiday is observed on a 9-hour workday.
• up to eight (8) hours when the holiday is observed on an 8-hour workday.
• up to four (4) hours when the holiday is observed on a 4-hour workday.

11.2 Payment for Employees

Payment for holidays will be made for the day's regularly scheduled number of hours at straight time.

If an observed Institute holiday occurs on an employee's scheduled day off, the holiday should be observed on a scheduled workday as approved by the employee's manager and Human Resources. If taking an alternative day off is not possible within the same pay period, the employee will be paid straight-time hours based on the employee's full time equivalent schedule.

Time worked on a holiday must be reported using the employee's standard timekeeping method.

12.0 DURATION OF ALTERNATIVE WORKWEEK SCHEDULES

The Institute, at its discretion, may terminate the entire AWS program at any time. Should that occur, all employees on the AWS will be given at least two (2) weeks advance notice of a schedule change.

13.0 EXCEPTIONS

Any exception to this Personnel Memorandum requires the approval of the Associate Vice President for Human Resources/Chief Human Resources Officer or designee for Campus employees, or the Human Resources Director or designee for JPL employees.

Related Policies

PM 11 - Hours of Work, Workweek, Workday, Shifts, Overtime, Pay Premiums
PM 11-3 - Employee Timekeeping
PM 15-2 - Paid Time Off for Benefit Based Employees