Long Hours: Navigating Part-Time Staff Pay for Overnight Events
Leading and participating in overnight camps or out-of-town events is a vital part of the work of many churches and nonprofit organizations. Much of the responsibility during the activity can fall to part-time employees, who can put in far more hours than they normally would. Compensating part-time staff members for this extended involvement requires careful consideration and adherence to labor laws.
Determining Compensable Time
The key challenge lies in distinguishing between working time and non-working time. Generally, any time an employee is required to be present and performing duties is time they should be paid for. This includes:
Instructional time. Leading activities, teaching lessons, or providing direct supervision.
Supervisory duties. Monitoring participants, ensuring safety, and enforcing rules.
Required meetings. Staff meetings, planning sessions, or debriefings.
On-call. If employees are required to remain on-premise and respond to emergencies — even during sleep hours — it may be considered compensable.
Addressing Sleep and Free Time
Federal and state regulations often allow for excluding actual meal and sleep periods from compensable time, provided certain conditions are met. For example:
The employee must have a reasonable opportunity for uninterrupted sleep.
The sleeping facilities must be adequate.
The employee must be free from all responsibilities during meal periods.
If employees are frequently interrupted during these periods, the entire time may become compensable. Each state’s Department of Labor website will provide its specific rules regarding rest and meal breaks.
Practical Considerations
Develop a clear policy. Outline how compensable time will be calculated and communicated to employees.
Maintain accurate records. Track all hours worked, including meal and sleep periods.
Consider a daily rate. For events with predictable schedules, a daily rate may simplify compensation. However, make sure the compensation meets minimum wage requirements for all hours worked.
Consult legal counsel. Labor laws can be complex and vary by jurisdiction. Seek professional advice to ensure compliance.
Factor in travel time. Travel to and from the event location is typically considered compensable.
Address on-call time. If employees are on-call during sleeping hours, it is best to consult legal counsel to ensure that you are in compliance with all laws.
By proactively addressing these considerations, churches and nonprofits can ensure fair compensation for their valuable part-time employees while maintaining compliance and fostering a positive work environment.
Talk with your Auxilio Partner Strategist to make sure you are compliant with how your part-time employees are compensated. If you’re not yet an Auxilio client partner, contact us to learn how we can serve your church or faith-based nonprofit and reduce your administrative burden to free you up for ministry.