Payroll Policies and Web Time Entry Guidelines

Non-exempt bi-weekly and student employees enter their time using either Banner Web Time Entry or the TimeClock Plus timekeeping system.  Banner Web Time should be entered on a daily basis and submitted for approval no later than the Submit by Date located on the electronic timesheet.

Non-exempt bi-weekly employees should enter the number of hours worked on a daily basis.  For example, if an employee works 8 hours, they will enter an 8 for that particular day. 

Payroll audits all timesheets and will change recorded hours to comply with college policy and federal regulations. Employees will be notified of any such changes.

The Department of Labor permits hours worked and paid at a premium rate to be credited toward overtime compensation due (i.e. hours to be compensated at time and a half).  The college will compensate employees in accordance with this standard.

Once time has been submitted, no changes can be made by the employee.  The approver may Return for Correction or Approve.

• Hours worked should be coded as 'REGULAR PAY'
• Hours taken as vacation should be coded as 'VACATION'
• Hours taken as sick leave should be coded as 'SICK'*
• Hours taken as floating holiday should be coded as 'FLOATING HOLIDAY'
• Hours taken for funerals should be coded as 'FUNERAL LEAVE'
• For employees working a 35-hour week, the first 5 hours of overtime for that week will be paid at straight time and should be coded as 'OVERTIME - STRAIGHT TIME'
• Any hours worked over 40 in a week should be coded as 'OVERTIME - TIME AND A HALF'

*Sick hours do not count towards hours worked for the purpose of calculating overtime

Holiday Pay Policy

When non-exempt employees are required to work during a college designated holiday, they will be compensated at two-times regular pay for any hours worked during a holiday.  They also will receive an additional amount of time off equal to the actual hours worked during the holiday. 

When non-exempt employees are required to work on an additional closing day, they will be compensated at two-times hourly rate for any hours worked.

Except for authorized absences (vacation, scheduled sick leave, floating holiday, funeral leave, jury duty) employees MUST work the regularly scheduled work day prior to and following a holiday in order to receive payment for the holiday.  Unscheduled sick leave is NOT an authorized absence.

• Hours worked during the holiday should be coded as 'OVERTIME - HOLIDAY PAY'
• Hours NOT worked during regular business hours of the holiday should be coded as 'HOLIDAY PAY'
• When rescheduled time is taken, it should be coded as 'HOLIDAY PAY' because employees are rescheduling their holiday
• Hours worked during additional closing days should be coded as 'OVERTIME - HOLIDAY PAY'
• Hours NOT worked during regular business hours of additional closing days should be coded as 'HOLIDAY PAY'

The Department of Labor permits hours worked and paid at a premium rate to be credited toward overtime compensation due (i.e. hours to be compensated at time and a half).  The college will compensate employees in accordance with this standard. 

Below is an example of how an employee working overtime AND holiday time would be paid:

Week 1 - Employee works 48 hours - 40 hours regular pay and 8 hours paid at the overtime rate of time and a half (1.5)

Week 2 - Employee works 52 hours - 40 hours regular pay, 4 hours overtime paid at time and a half (1.5) and 8 hours on the July 4th holiday.  The holiday hours are paid at a premium rate (2x the regular rate) and therefore are NOT included in the regular or overtime calculation for hours worked.  In addition, 8 hours of holiday time earned from working on the July 4th holiday may also be scheduled at a later date.

Emergency Close Down Policy

When the college is delayed, dismissed early, or closed, only those employees identified as essential personnel should work.  For safety reasons, all other employees should leave at the designated close-down time or not report.  When non-exempt employees are required to work during a designated emergency, they will be compensated at two-times regular pay for the hours worked during an emergency close-down/delay OR they may receive an additional amount of time off equal to the actual hours worked during the emergency to be taken within the same pay period.  If a non-exempt employee is asked by their supervisor to stay during a close-down situation because of critical business needs, the employee will be compensated as other essential personnel.

• If an employee decides not to come to work following an announced delay, they should use vacation and/or the one allotted emergency day given to employees to total a full day (e.g. 2 hour delay + 6 hours vacation = 8 hour day).
• Delayed openings and early closures - Essential employees should be paid double time from the start of their shift to the time the college opens (in a delay).  Similarly, if the college closes early and essential employees are asked to stay, they are paid double time from the time the college closes until the end of their shift, unless the emergency is designated to have ended prior to the end of their shift.
• Employees whose shifts end before a closure or delay or starts after the college has reopened following a delay are not covered by the policy (i.e. they will not be given any additional pay or time off with pay).
• Essential employees who are offered overnight accommodations are not paid during the hours they are not working.
• When a non-exempt employee has vacation or sick leave scheduled on a day where we have a delay or closure, they will not be charged for leave during the time the college is closed.  This does not include an essential employee calling in sick on the day the college is closed or delayed.

• Hours worked during the close-down by emergency personnel and those asked to stay because of a business need should be coded as 'OVERTIME - EMERGENCY CLOSE'
  • Double time is calculated for all hours worked when the college is closed during an emergency, regardless of whether that time was part of an employee's regularly scheduled work week.
• Hours NOT worked by employees during regular business hours of the close-down should be coded as 'EMERGENCY CLOSE DOWN'

The Department of Labor permits hours worked and paid at a premium rate to be credited toward overtime compensation due (i.e. hours to be compensated at time and a half).  The college will compensate employees in accordance with this standard.

Call in Pay Policy

Call-in pay is additional pay beyond regular pay for full-time non-exempt staff who may need to be accessible outside of their normal scheduled work day or week.  Full-time non-exempt staff who are called in to work un-planned and unexpectedly will be paid 1.5 times their normal hourly rate and will be paid for a minimum of 2 hours.  This call in rate will apply if staff are called in from: vacation, a regularly scheduled day off, or during hours that the staff member is not normally expected to work.  Excluded from call in pay are any pre-arranged work schedules.

• Hours worked during a call-in should be coded as 'OVERTIME - CALL IN'

Last updated: Nov 16 2018