3.27 – Payroll
To establish the standards for accurate processing of employee pay.
The college will pay its employees in accordance with state and federal laws.
Payment for Work Performed
Exempt employees are paid a set salary for all work performed and are not eligible for overtime compensation.
Non-exempt employees are paid on either an hourly or salaried basis and are eligible for overtime compensation.
Overtime is only paid when a non-exempt employee has performed work in excess of 40 hours. The following hours are not considered in determining qualifying overtime hours: vacation leave, sick leave, FMLA leave, workers compensatory leave, bereavement leave, and military and civil leave.
Non-exempt full-time employees who are required to work on a holiday will be paid for their regular hourly wage plus one and half times (1.5x) their normal hourly rate for hours worked on the holiday. Overtime pay is calculated based on the employee’s regular pay rate, not holiday or emergency rates.
Non-exempt full-time employees who are required to work on a day when the college is closed for an emergency shutdown will be paid for their regular hourly wage plus one and half times (1.5x) their normal hourly rates for hours worked on those days. Overtime pay is calculated based on the employee’s regular pay rate, not holiday or emergency rates.
If a non-exempt employee wants to be temporarily reassigned duties outside of their regular job responsibilities for a college event, they must have approval from their supervisors and must be paid for this time.
Non-exempt employees are paid for all work performed and will not typically be allowed to volunteer their time for college related events and activities. However, with prior approval from the Office of Human Resources, an individual may be able to volunteer for a college related event or activity as long as the volunteer work is not similar to the employee’s regular work and it is performed outside of the employee’s regular work schedule.
The college is on a monthly payroll schedule. Non-exempt hourly employees are paid based on hours worked plus overtime for current pay cycle. Non-exempt salary employees are paid 1/12 of their annual salary plus any overtime worked in the previous pay cycle. Exempt employees are paid 1/12 of their annual salary.
All full-time employees are paid on the last working day of the month. Part-time employees are paid on the fifteenth (15th) day of the month, unless that day falls on a Saturday, Sunday, or holiday, in which case employees will be paid on the Friday preceding or the Monday following. Adjunct instructors are typically paid on the twentieth day (20th) of the month (fall and spring terms), unless that day falls on a Saturday, Sunday, or holiday, in which case adjunct instructors will be paid on the Friday preceding or the Monday following. During the summer terms, adjunct instructors are paid two payments, one in July and one in August.
The college pays its employees via direct deposit into employees’ bank accounts, with paystubs available electronically. Employees will complete a direct deposit form during orientation and are responsible for the timely submittal of any bank account changes.
The college will make deductions from employee paychecks as required by law, a deduction request approved by the college, and as otherwise approved by the employee.
Reporting Pay Errors and Improper Deductions
The college makes every effort to ensure non-exempt employees are paid the correct rate and for all hours worked. Employees can assist the college in this matter by closely reviewing each pay stub to ensure that their pay was proper.
The college pays its exempt employees a predetermined amount constituting all or part of the employee’s compensation. This predetermined amount will be paid to exempt employees for any week in which they perform any work for the college, and the amount is not subject to reduction because the employee works fewer hours in some weeks than in others, except where such a reduction is allowed by law (e.g., use of unpaid leave when paid leave has been exhausted).
Reporting and Investigation Procedures
When an employee believes there has been a pay error or improper deduction the employee should report the issue to their supervisor or to Payroll. Upon notification of a pay error or improper deduction, the college will conduct a prompt and thorough investigation into the matter and will make every effort to conclude that investigation in a reasonable amount of time. If the college determines that an error has been made or improper deduction has been taken, the college will appropriately correct the error in a timely manner and make a good faith commitment to avoid errors or improper deductions in the future.
Overpayment of wages
If an employee reports, or the college otherwise discovers, an overpayment of wages within 90 days of its occurrence, the college reserves the right to make appropriate payroll deductions of repayment of payroll overage. If the amount is $100 or less, the college will notify the employee and the amount will be deducted from the monthly payroll immediately following the discovery of the overpayment. Amounts more than $100 may be repaid through multiple payroll deductions based on a mutually agreeable schedule. If an employee leaves the college before the overage is repaid, the balance due will be deducted from the employee’s final payroll. Overpayments discovered after 90 days will be dismissed.
Wages refer to gross pay and not benefit or other deductions. Employees will be required to repay the college any overpayment related to benefit or other deductions within the applicable plan year.
Wage and salary information is included on W-2 forms that are provided to employees no later than January 31 of each year. It is the employee’s responsibility to ensure they provide accurate information so that their W-2 is accurate and received on time. Any changes to name or address should be promptly reported to the Office of Human Resources.
This policy is maintained under the authority of the College Director of Human Resources.
F. Related Policies
Purpose, Procedures, Definitions, Authority and Related Policies sections approved and adopted by the Chancellor’s Cabinet on 06/25/2020
Policy approved and adopted by the Board of Trustees on 06/08/2020. Set for review on fiscal year 2023-2024.