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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 to complete time cards.
Cards that have been completed and signed must be submitted to the Payroll Department by 4:30 p.m. on the Monday preceding the Friday payday. Paychecks will be delivered in the campus mail, unless you make other arrangements with the Payroll Department. For assistance please see the Payroll Website.
Please Note: The College does not provide payroll advances.
Overtime and Compensatory Time Procedures 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 either by straight time pay or equivalent paid time off. Thus, an employee regularly scheduled to work 38.75 hours, who actually works 39.50 hours may be compensated either with pay for an additional .75 hours or .75 hours of paid time off. Hours worked in excess of 40 per week will be compensated, either by overtime pay (normal hourly rate x 1.5) or paid time off granted at the rate of time and one-half. However, paid time off may only be used within the same pay period . For example, an employee in the first week of a pay period works 45 hours, is paid for 40 hours of work and is permitted to work only 31.25 hours (38.75-(5 x1.5)) the second week of the pay period while receiving pay for 38.75 hours (31.25 hours worked and 7.5 hours of paid leave). Again, paid time off is only permitted within the same pay period .
- The College operates on a fixed salary budget and most departments do not have funds budgeted for overtime pay. Therefore, if an employee works overtime (or it is likely that overtime hours will be incurred), the College encourages managers to grant paid time off during that pay period in an amount equivalent to the applicable overtime rate. If it is not possible to grant time off within that pay period, then the employee must be paid for all time worked, including pay at the rate of time and one-half for all time worked in excess of 40 in the work week.
- 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."
- All absences and overtime must be properly coded on the payroll timesheet.
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. See the Leave Report fo Exempt Staff Form.
- 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 11/01/06
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