Understanding UCLA's Employee Meal Break and Overtime Policies

This article provides a detailed overview of the University of California, Los Angeles (UCLA) employee meal break policy, overtime compensation, and related guidelines. It aims to clarify the regulations and procedures that govern work hours, meal breaks, and compensation for both exempt and non-exempt employees. The information presented is based on official UCLA policies and procedures, ensuring accuracy and reliability.

Meal Breaks

While the provided data doesn't explicitly detail meal break policies, it's crucial to understand that California law mandates meal breaks for employees. Typically, employees working more than five hours are entitled to a 30-minute unpaid meal break. UCLA likely adheres to these state regulations, and further details can be found in the complete PPSM documents referenced later in this article.

Overtime and Over Schedule (Non-Exempt Employees Only)

Policy

As soon as possible after the need for overtime is determined, the Department Head or designee shall notify the employee that overtime must be worked. Upon request, an employee is expected to work overtime. However, in assigning overtime the Department Head or designee will take into account employee preference for overtime assignments.

Definition

Refer to UC-PPSM 32 (Overtime), Section B.

Compensation for Overtime

For overtime which is compensable at the premium rate, the method of compensation (either compensatory time off or pay) shall be at management discretion, unless agreement regarding the method of compensation is not reached, in which case pay shall be provided instead of compensatory time off. The Department Head or designee is responsible for ensuring that a "Compensation Time Agreement" is completed and forwarded to Campus Human Resources (CHR). (See the Model Notice Regarding Overtime Compensation for Employees Covered by UC Personnel Policies for Staff Members (PPSM) [32-1].) This form establishes a record of the employee's decision with respect to acceptance of compensatory time off in lieu of premium overtime pay for hours worked in excess of 40 per week at management's discretion. The agreement should be used for employees who are hired, transferred, reclassified, or promoted into positions which are designated as non-exempt. The department is the office of record for the compensatory time agreement. The agreement will be retained for the same period of time as other time records for the employee.

Compensatory Time Off

UC-PPSM 32 (Overtime), Section C.4 provides for accrued hours of premium overtime to be paid at the employee's rate at the time of payment if they are not taken as compensatory time off within six months or within the authorized period of extension. Extensions to the six month period may be authorized by the Department Head or designee.

To use accrued compensatory time off for personal or family illness pursuant to UC-PPSM 43 (Leave of Absence), Section C, "Family and Medical Leave," an employee may be required to submit medical certification of inability to work or illness in the family.

Payment of Overtime Upon Transfer

An employee who is transferred to another department shall be paid for any authorized overtime, accrued compensatory time, and accrued TRIP time by the department in which the time was worked.

Payment of Overtime for Multiple Part-Time Appointments

In the case of employment in two or more classes, one of which is subject to premium payment, the overtime worked is subject to compensation at premium rates as follows:

If more than 20% of the total hours worked in a workweek is in a class subject to premium overtime rates, all overtime shall be subject to compensation at the premium rate.
If 20% or less of the total hours worked in a workweek is in a class subject to premium overtime rates, all overtime shall be compensated at the straight time rate.

Determining Regular Time, Overtime Straight, and Overtime Premium

To compute the hours of overtime in a workweek, it is necessary to determine the number of hours on pay status. Hours on pay status over 40 hours during a workweek are overtime. Time spent on-call but not actually worked is not considered as hours of work nor as hours on pay status for the purpose of determining hours of overtime. Refer to UC-PPSM 31 (Hours of Work), Section B.6. However, payment for on-call time shall be included as a part of total straight time compensation in calculating the premium overtime rate. If an employee is called, the time actually worked shall be reported as Regular Time, Overtime Straight, or Overtime Premium, as appropriate.

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Examples:

To compute the number of hours subject to compensation at the premium rate, it is necessary to determine the number of hours actually worked during the workweek. In the examples given below, overtime premium at time and one-half is for actual hours of work in excess of 40 hours per week.

If an employee is required to work on a holiday and also works the other 32 hours during a workweek, there is no premium overtime. (Note: Holiday pay is reported as regular time; the time worked on the holiday is reported as overtime.)
- Regular Time: 40 hours
- Overtime Straight: 8 hours
- Overtime Premium: 0 hours
- Actual Hours Worked: 40 hours
- Hours Paid: 48 hours
An employee works the regular 40 hours during a workweek and in addition is on-call 24 hours, of which 8 hours is actually worked. The time is defined as follows:
- Regular Time: 40 hours
- Overtime Straight: 0 hours
- Overtime Premium: 8 hours
- On-Call: 16 hours
- Actual Hours Worked: 48 hours
- Hours Paid: 64 hours
An employee is on sick leave for 8 hours during a workweek in which the employee works 9 hours of overtime. (Note: Hours paid for sick leave are reported as regular time.) The time is defined as follows:
- Regular Time: 40 hours
- Overtime Straight: 8 hours
- Overtime Premium: 1 hours
- Actual Hours Worked: 41 hours
- Hours Paid: 49 hours
An employee takes two hours of vacation during a workweek and also works 12 hours of overtime. (Note: Hours paid for vacation leave are reported as regular time.) The time is defined as follows:

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- Regular Time: 40 hours
- Overtime Straight: 2 hours
- Overtime Premium: 10 hours
- Actual Hours Worked: 50 hours
- Hours Paid: 52 hours

Calculating Premium Overtime Pay

$5.70 x 1 1/2 for each hour worked subject to premium overtime.

Including On-Call When Calculating the Regular Rate for Premium Overtime Pay

On-call is time when an employee is free to engage in activities for his/her own purposes but is required to inform the employer how he/she can be reached so as to be available for return to work. Refer to UC-PPSM 31 (Hours of Work), Section B.6. On-call time is not counted as hours of work for purposes of calculating overtime. Payment for on-call time is included as a part of total straight time compensation in calculating the regular rate for premium overtime pay.

To calculate the premium overtime rate, add the payment for on-call time to other compensation for the week, and then divide by the number of hours worked.

Example

An employee's regular rate of pay is $5.70 per hour, and there is an on-call shift of eight (8) hours at 25% of the regular rate. During a workweek, the employee works 40 hours of regular time, eight (8) hours of overtime, and is on-call eight (8) hours.

Exempt vs. Non-Exempt Employees

The distinction between exempt and non-exempt employees is crucial for understanding compensation policies.

Exempt Employees

Exempt employees regularly receive a predetermined salary each pay period, and the amount is not subject to reduction because of variations in the hours they work. In addition, exempt employees are not eligible to receive any compensation for straight overtime, premium overtime, compensatory time, call-back, on-call, shift differential, or extra compensation for holiday work. Use of vacation and sick leave will be recorded in one-day increments. Absences of less than a day will not be charged against accrued leave time. When an employee has exhausted all available accrued vacation and sick leave, salary will not be reduced ("docked") for absences of less than a full day.

Non-Exempt Employees

Non-exempt employees are required to account for time worked as well as the use of sick, vacation, compensatory, and other leave time to the nearest one-quarter hour. When an employee has exhausted all available accrued vacation leave, sick leave, and compensatory time, salary will be reduced ("docked") in proportion to any absences from scheduled work time. They are compensated for qualified overtime hours at the premium (time and one-half) rate.

Rest Periods

A rest period shall not be added to a meal period or taken at the beginning or end of a work period except that the department head may approve adding rest periods to meal periods when circumstances require such action. Time not used for rest periods shall not be accumulated for use on another day.

Travel Time

University travel during the employeeâs normal working hours, including scheduled days off, shall be considered time worked. All of the time, including time spent in travel between the alternate job site and the campus, shall be counted as hours worked. for instructions, tools, etc., before proceeding to an alternate work site. The time spent traveling to the alternate work site shall be considered as hours of work. is required to travel by airplane to another campus. The time spent traveling from home to the airport shall not be time worked. Hours of work begin with the scheduled departure of the plane. on the same day (or a subsequent day), and returns directly home.

On-Call for Non-Exempt Employees

Payment for on-call time shall be in accordance with the provisions of UC-PPSM 31(Hours of Work), Section B.6. Department heads wishing to establish on-call rates for classes where such rates do not currently exist, or to modify existing on-call rates, shall submit a written request to Campus Human Resources (CHR).

Hosted Event Meals

When planning an entertainment event, keep in mind:

A buffet reception â depending on the time of day it is held â is reimbursed at the applicable meal rate.
Brunch is reimbursed at the lunch rate.
The amounts in the chart include the cost of the food and beverages, labor, sales tax, delivery charges and other service fees.

Reimbursement Rates for Costs Per Person

Meal Details	Expenses incurred between January 1, 2025 and August 31, 2025	Expenses incurred on or after September 1, 2025
Breakfast	$31	$34
Lunch	$54	$59
Dinner	$94	$103
Light Refreshments	$22	$24

Relevant UCLA Policies and Procedures

The following is a list of relevant UCLA policies and procedures, as referenced in the provided data:

UC POLICY
UCLA Procedure
COMPLETE PPSM
COMPLETE PPSM
1. General Provisions: PPSM-1, UCLA Procedure 1
2. Definition of Terms: PPSM-2, UCLA Procedure 2
2.210 Absence from Work Policy: UC Policy III.A. General Leave Provisions, UC Policy, UCLA Procedure 2.210 - Jury Duty
III.B. Vacation Leave: UC Policy, UCLA Procedure 2.210 III.B.
III.C. Sick Leave: UC Policy, UCLA Procedure 2.210 III.C.
III.D. Leaves Related to Life Events: UC Policy, UCLA Procedure 2.210 III.D.
III.E. Military Leave and Other Service-Related Leaves: UC Policy, UCLA Procedure 2.210 III.E.
III.F. Administrative Leaves: UC Policy, UCLA Procedure 2.210 III.F.
III.G. Other Leaves: UC Policy, UCLA Procedure 2.210 III.G.
III.H. Holidays: UC Policy, UCLA Procedure 2.210 III.H.
3. Types of Appointment: PPSM-3, UCLA Procedure 3
20. Recruitment and Promotion: PPSM-20, UCLA Procedure 20
21. Selection and Appointment: PPSM-21, UCLA Procedure 21
22. Probationary Period: PPSM-22, UCLA Procedure 22
23. Performance Management Policy & Procedures: PPSM-23, UCLA Procedure 23
30. Compensation: PPSM-30, UCLA Procedure 30
III.C. Hours of Work: UC Policy, UCLA Procedure 30 III.C.
III.D. Overtime and Over Schedule (Non-exempt employees only): UC Policy, UCLA Procedure 30 III.D.
III.E. Ancillary Pay: UC Policy, UCLA Procedure 30 III.E.
34. Incentive and Recognition Award Plans: UC Policy, UCLA Procedure 34
35. Uniforms and Safety Apparel: UC Policy, UCLA Procedure 35
36. Classification of Positions: UC Policy, UCLA Procedure 36
50. Professional Development Policy and Procedures: PPSM-50, UCLA Procedure 50
51. Reduced Fee Enrollment: PPSM-51, UCLA Procedure 51
60. Layoff and Reduction in Time from PSS Career Positions: PPSM-60, UCLA Procedure 60
62. Corrective Action - Professional and Support Staff: PPSM-62, UCLA Procedure 62
63. Investigatory Leave: PPSM-63, UCLA Procedure 63
64. Termination and Job Abandonment: PPSM-64, UCLA Procedure 64
66. Medical Separation: PPSM-66, UCLA Procedure 66
70. Complaint Resolution: PPSM-70, UCLA Procedure 70, PPSM Complaint Form
80. Staff Personnel Records: PPSM-80, UCLA Procedure 80
81. Reasonable Accommodation: PPSM-81, UCLA Procedure 81
82. Conflict of Interest: PPSM-82, UCLA Procedure 82
83. Death Payments: PPSM-83, UCLA Procedure 83
84.

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