Overtime Policy

Overtime Policy

April 28, 2025

1.   Purpose

Dawn InfoTek Inc. (The “Company) Overtime Policy outlines a consistent and fair approach to compensating employees for overtime work, categorized by the nature of their assignments.

This policy and any related documents shall, where possible, be interpreted in alignment with the employment agreement.

2.   Scope

This policy applies to all employees who may be required to work beyond their regular working hours.

3.   Overtime Categories

Category 1: Production Support Employees

Definition:

Production Support Employees are those responsible for maintaining, monitoring, and troubleshooting live systems or services that are critical to the company’s or clients’ day-to-day operations. Their work often requires immediate response outside normal business hours which is 40 hours per week, to ensure continuous system availability and performance.

Production Support Activities:

  • First line support to receive SMS and voice alerts
  • Respond to EET alerts
  • Respond to AQA-STM self-monitoring alerts
  • Respond to emergency communications (phone calls, 911 messages)
  • When applicable, perform emergency recovery operations (reboot, script maintenance, configuration change)
  • Lead and coordinate emergency troubleshooting effort
  • All production support activities need to be acknowledged within 15 mins. Follow-up actions need to be carried out asap.

Policy:

  • The primary production support person is entitled to claim overtime hours daily for the greater of:
    1. ONE hour; or
    2. TWO hours, if called outside the regular working hours.
  • Overtime hours need to be recorded on timesheet for reporting manager to review and approve
  • Timesheet must be submitted at least five days before the end of the month
  • The overtime is paid at the higher rate of:
    1. $40 per hour
    2. Effective hourly rate per offered salary    
  • Secondary support person is NOT entitled to record overtime on daily basis with the exception that the primary support cannot fulfil the duty at the time of event.
  • When secondary support must be engaged, the primary support automatically forfeit overtime pay privilege for the day and is still expected to resume the support responsibility ASAP.

Category 2: Production Support Employees

Definition:

This category of Employees is working directly on client projects or client-funded initiatives perform services that are billed to clients based on contract agreements. Their tasks may include project delivery, consulting, development, or other work tied to specific client engagements. Their working conditions and overtime requirements are often governed by the client’s operational needs.

Policy:

  • Employees working on client projects or client-funded projects are eligible for overtime compensation only if the client agrees to pay for overtime services.
  • Overtime hours must be::
    1. Approved by the client in advance.
    2. Tracked accurately and submitted for verification.  If the client declines to pay for overtime work, the company is not obligated to compensate the employee for those hours
  • The overtime is paid at the rate of effective hourly rate per offered salary

Category 3: Other Employees (Non-Production, Non-Client Work)

Definition:

Other Employees are those who do not perform production support duties and are not directly assigned to client projects. These employees typically work in internal roles or other support areas as assigned by the company.

Policy:

  • Employees in this category are not eligible for paid overtime.
  • Instead, they may accrue time off in lieu (“compensatory time”) equivalent to the overtime hours worked.
  • Time off must:
    1. Be approved by the manager.
    2. Be used within a reasonable period
    3. Be scheduled considering business needs.
    4. The employer reserves the right to schedule the compensatory time off for the employee to ensure adequate staffing and operational requirements are met.

4.   General Conditions

  • All overtime must be pre-approved by the employee’s direct supervisor.
  • Overtime pay will be issued at the end of the following month.
  • Unauthorized overtime work may not be compensated or may result in disciplinary action.
  • This policy complies with all applicable Ontario employment laws and regulations.
  • The company reserves the right to adjust this policy as business needs evolve.
  • This policy is reviewed annually, or more frequently if there are changes in applicable laws, business needs, or operational requirements.