Employee Handbook

3.12 Time Reporting/Pay Procedures/Overtime

Revised effective 01/01/2011

The College has two payrolls, monthly and bi-weekly. The monthly payroll includes all faculty and exempt (salaried) staff. The Bi-weekly payroll includes all non-exempt staff and student employees.

Please Note: The college does not provide payroll advances.

Macalester uses a online time reporting system for reporting all time. This secure system is based in the 1600grand portal.

For specific questions related to timesheet coding, FAQs, and payroll schedules, please see the Payroll website.

General procedures to related to these payrolls and reporting time for each payroll type follows:

3.12.1 Non-Exempt Staff

Nonexempt staff (paid an hourly wage) are paid every other Friday for the two-week period ending the previous Saturday. A payroll period is two consecutive weeks - Sunday through Saturday. Nonexempt staff are required by the Fair Labor Standards Act (FLSA) to complete time cards.

Timesheets that have been completed by employees must be submitted prior to 4:30 p.m. on the Monday proceeding the Friday payday. Supervisors must approve the online timesheets by noon the next day.

Paper paychecks will be delivered to home addresses for staff and student mail boxes for student workers.

Time Reporting and Overtime Rules for Non-Exempt Staff:

  • Macalester's work week begins on Sunday and ends on Saturday. The normal work week for an employee with 1.0 FTE is 38.75 hours per work week. Overtime is calculated based on the number of hours actually worked during a work week. Hours worked through 40 per week will be compensated at the regular rate for the job assigned to the employee. Hours worked in excess of 40 per week will be compensated (per the FLSA) at 1 and 1/2 times the regular rate.
  • Compensatory time (the practice of providing future time off in lieu of FLSA mandated overtime compensation) is not permitted at Macalester.
  • The College operates on a fixed salary budget. Supervisors and staff are encouraged to be aware of and regulate time worked per week to remain under the 40 hour limit.
  • Overtime hours and time off requests must be approved in advance by the employee's supervisor.
  • Paid leaves (vacation, medical, holidays, etc.) are not counted as "hours worked" and do not apply to the 40 hour per week limit.
  • Observances of regular paid holidays are reported on timesheets
  • Usage of the floating paid holiday is reported on the timesheet in a separate category – see 11.9.1 for more details regarding the floating paid holiday
  • All paid leaves and time worked (on the day it actually occurred) must be properly coded on the payroll timesheet.

3.12.2 Exempt Staff

Exempt staff (salaried) are paid on the last working day of the month.

Paper paychecks will be delivered to home addresses for faculty and staff without direct deposit.  Those with direct deposit may view their electronic pay stubs via 1600grand.

Exempt staff do not complete a timesheet indicating when they worked. However, leave eligible exempt staff are required to complete a monthly leave report indicating all absences.  Exempt employees generally do not receive overtime, compensatory time, or additional pay for hours worked or travel time outside normal work hours.

  • All leave eligible exempt staff should complete an online leave report for each month
  • In the event no paid leave was taken, a leave report with zero hours, in the first day of the month, should be submitted
  • Leave usage is recorded in hours rounded to the nearest quarter hour (i.e. .00, .25, .50, .75)
  • Online leave reports are due to be submitted by the employee by the 10th of each month for the previous months leave
  • Exempt staff are expected to expected to adhere to the standard hours/FTE for the position and the regular work week of the department unless authorized to be on a flexible schedule (see 3.11.1 for details) - work in excess of your scheduled hours may be required as necessary to perform the duties of the job
  • Observance of regular paid holidays are not reported on leave reports
  • Usage of the floating paid holiday is reported on the leave report – see 11.9.1 for more details regarding the floating paid holiday

3.12.3 Time Reporting and Severe Weather Closures

In the event of a severe weather closure of campus, staff employees may need to adjust time sheet/ leave reporting to compensate for the time difference during the workweek – Also, as certain jobs are critical to maintaining essential operations and safety for the students that reside on campus, some employees may be asked to report to campus even in the event of severe weather closure. The following policy informs staff employees of Macalester as to how to do time reporting and the college’s treatment of severe weather closures from a compensation perspective.

Severe weather closures will be announced via various media with as much advance notice as possible (see policy 13.3.3 for details):

  • In the event a closure is designated as the full day -- for purposes of time reporting, the severe weather closure rules apply starting at midnight and ending at 11:59 PM on the day designated
  • In the event the campus closure starts or ends at a specific time during the work day, specific close and open times will be provided in the official announcement and the severe weather closure rules apply during that time only.

Salaried (exempt) Staff Employees

  • No special leave reporting is required if you worked or did not work during the closing.
  • If you were scheduled to work and were required to physically come to campus, the college will provide additional vacation leave equal to the time you physically worked on campus during the designated severe weather closure.

Hourly (non-exempt) Staff Employees

  • If you were scheduled to work on or after the college is closed but telecommuted/worked from home or did not work:
    • Report any time you telecommuted or worked from home in the "Time Worked" category on your electronic time sheet.
    • Report the balance of your scheduled time (time you would have worked) in the "Severe Weather Closing" category on your electronic time sheet.
  • If you were scheduled to work and were required to physically come to campus, report the hours as normal on your electronic time sheet.
  • If you were scheduled to work and were required to physically come to campus, the college will provide additional vacation leave equal to the time you physically worked on campus during the designated severe weather closure.

Effect on Hourly Pay

For hourly staff employees, who report "Severe Weather Closing" hours, the college will pay you this time at the regular hourly rate. As with other paid leaves, time associated with "Severe Weather Closing" category does not count toward the weekly overtime limit as defined by the Fair Labor Standards Act (FLSA), since these are not "hours worked." 

Student Employees

Consistent with federal work/study guidelines, student employees required to submit hourly time sheets should only report time actually worked during a designated severe weather closure.