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Employee Handbook
Table of Contents
1 - Purpose of the Employee Handbook
2 - Facts about Macalester
3 - Staff Employment
4 - Staff Wage and Salary Plan
5 - Staff Training and Development
6 - Faculty Personnel Policies and Procedures
7 - Curricular Policies and Procedures
8 - Academic Department and Program Policies and Procedures
9 - Faculty Professional Activities Programs
10 - Faculty Directory, Officers and Committee Memberships
11 - Employee Benefits
12 - Additional College Policy Statements
13 - Health and Safety
14 - HIPAA Policies and Procedures
Handbook Index
Faculty Constitution and By-Laws |
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3.12 Time Reporting/Pay Procedures/Overtime
The College has two time reporting and two pay procedures systems as follows:
Nonexempt 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.
Macalester uses a online time reporting system for reporting all time. This secure system is based in the 1600grand portal.
Cards that have been completed by employees must be submitted prior to 4:30 p.m. on the Monday preceding the Friday payday. Supervisors must approve the online timesheets by Noon the next day.
Paychecks will be delivered to home addresses for staff and student mail boxes for student workers.
For assistance please see the Payroll Website.
Please Note: The College does not provide payroll advances.
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.
- All absences and time worked (on the day and week it is worked) must be properly coded on the payroll time sheet.
Exempt Staff
- Exempt staff (salaried) are paid on the last working day of the month. Paychecks will be delivered in the campus mail, unless other arrangements are made with the Payroll Department. As exempt staff do not receive overtime pay, they do not complete a time card. However, they complete a monthly report indicating all absences. Exempt employees are not eligible for compensatory time off.
- Paid and unpaid leave (including medical and vacation) for full-time and part-time exempt staff should be reported in hours rounded down to the nearest quarter hour (i.e. .00, .25, .50, .75). Less than two hours are not reported. The leave report for exempt staff should be signed by your line officer. The approved form is due in Payroll by the 10th of each month for the previous months leave. Exempt staff are expected to observe normal working hours. Work in excess of your scheduled hours may be required as necessary.
- Exempt employees who have an appointment of less than 12 months per assignment year and an FTE of .50 or greater may elect to spread their pay over 12 months. Eligible employees may only set up an arrangement to have their pay spread beyond their assignment period starting at the beginning of an assignment year. This request should be made to their supervisor during the annual salary review process.
- Exempt employees who have an appointment of less than 12 months per year with an FTE of less than .50 cannot elect to spread their pay beyond their appointment period.
Revised effective 11/09/09
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