Payroll Period
The general workweek at Stevenson University begins at the start of work on Sunday and runs seven consecutive days. The standard hours of operation may vary from office to office. Standard workdays and hours are established for each position. For non-exempt staff, it is expected that all work is performed within these hours. Any deviation from these hours for non-exempt staff must be approved in advance by the staff member’s supervisor.
The payroll period for non-exempt, full-time and part-time staff employees is biweekly. Faculty are paid monthly. The exempt staff payroll period, which may be either biweekly or monthly, is determined by position.
Biweekly pay will be distributed on the Friday following the end of the pay period. Monthly pay is distributed on the last Friday of each month. If payday falls on a federal bank holiday, pay will be distributed the immediate preceding workday.
Breaks
Employees who work a shift of 8 hours or more consecutively should be granted a 30-minute paid break and a 15-minute paid break during their shift. These breaks may be combined to comprise a 45-minute break, with supervisory approval.
Employees who work a shift of 6 hours or more consecutively, but fewer than 8 hours, should be granted a 30-minute paid break during their shift. Employees who work a shift of 4 hours or more consecutively, but fewer than 6 hours, should be granted a 15-minute paid break during their shift. A shift of fewer than 4 hours does not include a paid break.
In no circumstances may an employee use a break to arrive late for a shift or depart early. The timing of the break within the shift is subject to supervisory approval.
Timesheets
All employees who are required to complete a timesheet must do so through the payroll system. Under no circumstances should an employee complete another employee’s timesheet. It is the responsibility of the supervisor to verify the hours worked by the employee, review all leave usage, and electronically approve the timesheet for submission to payroll. The deadline for both the employee submitting the timesheet and the supervisor approving the timesheet is indicated in thetimesheet. In addition, an email is sent out to all employees from Payroll indicating the deadline each payroll. Payroll may change a deadline date as needed due to a holiday or emergency closing.
Biweekly Deadlines
Supervisors must approve and submit timesheets by 10:00 a.m. the Monday following the end of the bi-weekly pay period. Timesheets should be electronically signed and submitted to the employee’s supervisor the last day the employee works for that bi-weekly pay period, but no later than 2:00 a.m. after the official close of the pay period.
Monthly Deadlines
Employees paid monthly will complete a timesheet for each week in the monthly pay period; timesheets may be submitted incrementally or all together, but all are due by the date announced by Payroll each month. Generally, timesheets are due on Wednesday of the prior week before the pay date, but it is subject to change. Due to the timing of the payroll deadline, exempt staff will have to project any exception time they are planning to take through the end of the month.
Overtime
In compliance with the requirements of the Fair Labor Standards Act (FLSA) relating to overtime pay, if it should become necessary for a non-exempt employee to work overtime, the non-exempt staff will be paid at an hourly rate equal to one and one-half times their regular hourly rate. Overtime must be approved in advance by the employee’s immediate supervisor. Overtime is defined as all hours actually worked over forty (40) hours within the standard workweek. Vacation and other forms of paid leave are not considered hours worked.
Employees who are considered to be exempt from overtime pay under the FLSA will receive no additional compensation for hours worked in excess of 40 hours per week.
In order to best serve our constituents, there may be a need for flexible schedules. Work scheduling issues vary and will be determined by each department. Stevenson does not provide for compensatory time.
Improper Deduction
Employees who believe that an improper deduction has been made to their salary should immediately report this information to their supervisor or contact Human Resources.
Reports of improper deductions will be investigated by Payroll. If it is determined that an improper deduction has occurred, the employee will be reimbursed for any improper deduction.
If an employee becomes aware of an overpayment, the employee is responsible for reporting it directly to Human Resources and to their immediate supervisor. Employees must repay all amounts paid in excess, regardless of how or why the overpayment occurred.
Payroll, along with Human Resources, will research the source of any error and will calculate the amount paid in error, accounting for taxes, retirement, and other amounts withheld. Human Resources will notify the employee of the dates on which the missed deduction or overpayment occurred, how the error occurred if known, and provide notice that it will be corrected either with reissuance of payroll check or correction made to a future pay.
For employees who leave the University before full repayment for overpayments have been made, the University is authorized to pursue repayment after termination, including by deducting from the employee’s final salary any repayment amount not yet received.
Emergency Closing Pay
In the event of an emergency closing, full-time and part-time regular employees who were scheduled to work will receive their regular pay based on their established work schedule. If the University is closed for an emergency, only those staff members who are required by their supervisor to work will be paid according to the emergency closing pay procedures promulgated each year.
If a non-exempt staff member is required to work on campus even though the University is closed, they will be paid one and one-half times their regular hourly rate for time worked in addition to their usual pay for the closing. This equals two and one-half times the non-exempt staff member’s regular rate of pay for time worked.
An exempt staff member who is required to work on campus during emergency closure will receive their normal pay for the closing, and may also take alternate time off on an hour-for-hour basis on another day within one month of the closure. The alternate time off must be approved in advance by the employee’s supervisor.
If an exempt or non-exempt staff member is required to work off campus even though the University is closed, they will be paid their normal pay for the closing, and may also take alternate time off on an hour-for-hour basis on another day within one month of the closure. The alternate time off must be approved in advance by the employee’s supervisor.
In the event that an emergency closure occurs during a shift for which an employee had already been approved to take their own leave (vacation, sick, personal, etc.), the employee will still be charged with their own leave usage.
Overtime calculations during weeks where the University had an emergency closing are calculated based on the non-exempt staff member’s regular work hours that exceed 40 in a work week.
(Approved August 2024)