Employee Compensation and Time Records

  1. Pay Periods
  2. Direct Deposit
  3. Pay Deductions
  4. Pay Advances
  5. Pay Increases
  6. Overtime Pay
  7. Time Off
  8. On-Call and Emergency Call In
  9. Holiday Pay
  10. Inclement Weather
  11. Time Records

4.01 Pay Periods

Monthly 
Employees paid monthly are paid on the 25th of the month for the current month.

Bi-Weekly 
Employees paid hourly are paid bi-weekly on a Friday for work completed the prior two weeks according to a bi-weekly pay schedule. The seven (7) day work week for employees paid on an hourly basis begins on Sunday 12:00 a.m. and ends on Saturday 11:59 p.m. If the normal pay date falls on a weekend or Institute holiday, employees will be paid on the last regular business day preceding the weekend or Institute holiday.

4.02 Direct Deposit

Employees are required to arrange for direct deposit of their pay to the financial institution of their choice. Funds may be deposited in up to three accounts. During new employee orientation, appropriate direct deposit authorization forms, along with other payroll information, will be completed (See Section 3.01 Employee Orientation). Any changes to direct deposit authorization forms should be completed and returned to Human Resources.

4.03 Pay Deductions

The Institute is required by Federal law to withhold social security taxes, and Federal, state, and local income taxes from employee payroll. Employees are required to complete withholding tax forms to advise Human Resources of individual tax liability. Each time withholding information changes, the employee must complete and forward new forms to Human Resources. The Institute is required to honor garnishments, wage assignments, and levies to the extent prescribed by law. Other deductions may only be made by written authorization of the employee.

4.04 Pay Advances

The Institute does not authorize pay advances.

4.05 Pay Increases

Employee compensation is reviewed annually by the President and department supervisors. Any annual pay adjustments take into consideration cost of living, job performance and/or available funding and are effective July 1 for staff. Pay adjustments may be made at other times of the year as deemed necessary. Annual pay adjustments are approved by the President. (See Section 3.08 Employment Letters).

4.06 Overtime Pay

According to the Department of Labor, employees in a non-exempt position are entitled to overtime pay for hours worked in excess of forty (40) hours in a work week (See Section 4.01 Pay Periods). Each work week stands alone for the calculation of overtime pay. Overtime pay is calculated at one and one-half (1½) times the regular rate of pay.

Overtime must be approved in advance by the supervisor.

In computing hours worked for overtime pay, the Institute has established that vacation, sick hours and observed holidays paid within the work week will be considered as hours worked.

4.07 Time Off

In certain circumstances, time off, is an alternative to overtime pay for staff in non-exempt/salaried positions. Time off may be taken, at supervisory discretion, in one of two ways:

  1. In order to avoid working more than forty (40) hours in a work week, time off at the rate of one hour off for one hour worked may be taken during the same work week so no more than forty (40) hours is worked in that work week.
  2. If more than forty (40) hours is worked in one week of a pay period, time off may be taken in the other week of the same pay period at the rate of one and one-half (1 ½) hours off for each hour worked over forty (40), in place of overtime pay.

Time off cannot be banked for future use. The overtime will be paid on the next regularly scheduled pay date.

4.08 On-Call and Emergency Call In

Departments may designate an exempt staff member as “on-call” for handling after hour emergencies. As deemed necessary by the “on-call” staff member, hourly staff may be called in to work. Time worked during the “on-call” time will be paid based on the actual amount of time worked. For hourly staff members not “on-call”, but called to work due to an emergency will be paid a minimum of two (2) hours pay. These hours are counted as hours worked for calculating overtime and are to be recorded on the appropriate time card.

“On-call” responsibilities of exempt staff may be a job function of their position and no additional compensation is given.

4.09 Holiday Pay

All observed holidays for the Institute are found in the Faculty/Staff Directory published in August of each year and on the Human Resources web site. The Institute observes 4-5 holidays during each fiscal year by designating eight (8) days off in observance of these holidays. Full-time staff will receive their regular rate of pay and time off for each holiday. Part-time staff will receive holiday pay and time off only for holidays the employee is regularly scheduled to work, and only for the regularly scheduled number of hours for that day.

Temporary staff and staff on leave of absence are not eligible to receive holiday pay.

Staff scheduled to work on a designated holiday will receive eight (8) hours of holiday pay in addition to the regularly scheduled work hours. An observed holiday will be considered in the calculation of overtime pay.

Example: scheduled to work the Memorial Day holiday employee would be paid:

  • Forty (40) hours at regular rate of pay
  • Eight (8) hours holiday pay at one and one-half (1½) times regular rate

If an observed holiday is during a scheduled vacation period, the employee will be paid the holiday pay and the vacation day may be taken at a later date.

4.10 Inclement Weather

Any decision to cancel classes and close the school is made by the President or by another Executive Officer of the Institute in the President’s absence. If the Institute remains open, employees are expected to report to work (See Appendix 7). Employees who are considered “essential personnel” based on their immediate job functions and/or as requested by their supervisor, may be required to remain on campus or to report to campus after the campus closing.

4.11 Time Records

Exempt Positions (REV. 10/01/04) 
According to the Fair Labor Standards Act (FLSA), staff members in an exempt position are not required to record hours worked However, since the Institute compensates separating staff members for unused vacation leave, and also compensates continuing staff members meeting certain criteria for sick leave (See Section 5.10 Leaves of Absence), staff members are required to record vacation and sick time taken electronically through the Banner Web for Employee “Time Entry” application no later than the tenth work day of the month for the preceding month.

If vacation and sick leave is used in increments of less than one day, the leave should be recorded as hours (e.g.: 4 hours = 4).

Non-exempt Positions 
According to the Fair Labor Standards Act (FLSA), staff members in a non-exempt position are required to record hours worked. Hours worked and exceptions to the regular work schedule will be recorded electronically through the Banner Web for Employee “Time Entry” application no later than noon on Monday following the end of the pay period. Hours are computed in fifteen (15) minute increments and entered as decimals (e.g.: 8 ½ hrs=8.50 hours).

Hours are recorded using the following pay codes:

  • R Regular
  • F Funeral Leave
  • FL Family & Medical Leave
  • H Holiday
  • S Sick
  • V Vacation
  • Z Unpaid
  • OT Overtime (hours in excess of forty (40) hours in one pay week)
  • TO Overtime taken off

Hourly Positions 
Staff members in an hourly position are required to record hours worked according to the Fair Labor Standards Act (FLSA). Hours worked and exceptions to the regular work schedule will be recorded electronically through the Banner Web for Employee “Time Entry” application no later than noon on Monday following the end of the pay period. Hours are computed in fifteen (15) minute increments and entered as decimals (e.g.: 8 ½ hours=8.50 hours).

Hours are recorded using the following pay codes:

  • R Regular
  • F Funeral Leave
  • FL Family & Medical Leave
  • H Holiday
  • S Sick
  • V Vacation
  • Z Unpaid
  • OT Overtime (hours in excess of forty (40) hours in one pay week)