Employee Handbook- Chapter 3
STAFF AND ADMINISTRATOR COMPENSATION POLICIES
CLASSIFICATIONS OF EMPLOYMENT
Full-time regular employees are hired to work 40 hours per week on a regular basis. Such employees may be exempt or nonexempt as defined below. Full-time regular employees are eligible for insurance and other benefits including time-off benefits, as described in this Handbook.
Part-Time Regular with Benefits
Part-time regular employees are hired to work between 24 and 39 hours per week on a regular basis. Such employees may be exempt or nonexempt as defined below. Part-time regular employees are eligible for insurance and other benefits including time-off (on a pro-rata basis) benefits, as described in this Handbook.
Part-Time Regular without Benefits
Part-time regular employees without benefits are hired to work less than 24 hours per week on a regular basis. Such employees may be exempt or nonexempt as defined below. Part-time regular employees are not eligible for insurance and other benefits including time-off benefits.
Temporary employees are hired to complete a specific project within a limited period of time (generally no more than 6 months) with the understanding that this employment will be terminated upon completion of the assignment. Temporary employees are not eligible for insurance and other benefits including time-off benefits.
Substitute employees are hired to work on a substitute basis, as needed, because of the absence of a regular employee. Hours of work may vary each week. Substitute employees are not eligible for insurance and other benefits including time-off benefits.
Most College departments work during normal business hours, Monday through Friday; however, some departments such as Security, Facilities Management and Student Life must work different schedules in order to provide continuous service to the College campus and the Berea community.
Regular work day
Normal working hours are 8:00 a.m. to 5:00 p.m. One hour without pay is allotted for lunch. An employee may take two paid, fifteen-minute breaks, one in the morning and one in the afternoon. If an employee chooses not to take a break, this time does not accrue and may not be used at a later time or date. Breaks and lunch hours must be scheduled to ensure all departments are able to continue business or receive calls during all normal business hours. Many departments close from 12:00 noon to 1:00 p.m. and the lunch hour is designated for the staff of these departments.
Alterations in Schedules
Daily and weekly work schedules may be changed from time to time to meet the College’s varying needs.
Overtime will be necessary on occasion for non-exempt employees, but must always have the prior approval of your department manager or supervisor. Any unauthorized overtime will be paid, however, an employee may be subject to disciplinary action for working the unauthorized time. For overtime work, non-exempt hourly employees receive one and one-half times their regular hourly rate for (1) each hour of work in excess of 40 hours worked in a given work week or (2) each hour of work on the seventh consecutive workday within any week unless (a) the employee did not work more than forty (40) hours during the work week. For this purpose, the workweek is deemed to begin at 12:01 a.m. Sunday morning and conclude at 12:00 P.M., on the following Saturday. Exempt employees are required to work as necessary to meet expected levels of performance.
RECORDING WORK HOURS
It is Berea College’s policy to comply with applicable laws requiring records to be maintained of the hours our employees work. To ensure that the College keeps accurate records of the hours you actually work (including overtime hours where applicable) and of the sick time or other leave taken during the pay period, and to ensure that you are paid in a timely manner, all nonexempt employees are required to accurately record their time worked and their absences on the College’s official timesheet form. This form must also be completed and signed by you as an accurate statement of the hours you have worked and the benefit hours requested and approved. Your supervisor will sign the form and forward it to the Payroll Office for processing.
Exempt staff are expected to record their time away from work appropriately and to submit their timesheets to the appropriate director or vice president immediately following the end of each month. Any vacation, sick leave or holiday time taken during the month should be accurately recorded on the Monthly Timesheet.
You must be certain that you accurately record your hours worked and leave time taken. Falsification of a time record is a serious breach of policy and grounds for disciplinary action, up to and including termination of employment.
REGULAR PAY PROCEDURES
All non-exempt College employees are normally paid every two weeks, on alternate Wednesdays. All exempt College employees are paid once a month on the last work day of the month. If a scheduled payday falls on a holiday, employees will usually be paid on the work day preceding the holiday.
All required deductions, such as those for federal, state and local taxes, and all authorized voluntary deductions, such as for health insurance contributions, United Way contributions, etc., shall be withheld automatically from employees’ paychecks. Employees shall complete the necessary forms to authorize these deductions.
It is your responsibility to review your paycheck for errors. If you find a mistake, you should report it to your supervisor immediately. Your supervisor will assist you in taking the necessary steps to correct the problem.
Timesheets are required of all non-exempt and exempt employees and must be signed by both the employee and the supervisor. Non-exempt staff timesheets are submitted and approved by the supervisors on a biweekly basis and must be sent to the College’s Payroll Office by 10:00 A.M. on the Monday following the conclusion of the 2 week pay period. Exempt staff timesheets are submitted and approved by the supervisors on a monthly basis and must be sent to the College’s Payroll Office by the 10th day of the next month.
Employees’ paychecks are deposited directly to a checking or savings account at the financial institution of their choice. These payroll funds are available as of 8 A.M. on the official date of each payroll. Employees must complete a direct deposit authorization that may be obtained at http://www.berea.edu/people-services/wp-content/blogs.dir/91/files/2013/09/Direct-Deposit-Form.pdf.
Direct deposit changes must be submitted at least four (4) working days prior to the next payroll issue date to insure that account changes are made in time for payroll processing.
OVERTIME PAY PROCEDURES
Exempt employees do not receive overtime pay.
Non-exempt employees may not work in excess of 40 hours per week without approval from their immediate supervisor and cannot be provided compensatory time off as a means to offset the overtime. For overtime work, non-exempt hourly employees receive one and one-half times their regular hourly rate for (1) each hour of work in excess of 40 hours worked in a given work week or (2) each hour of work on the seventh consecutive workday within any week unless (a) the employee did not work more than forty (40) hours during the work week. For this purpose, the workweek is deemed to begin at 12:01 a.m. Sunday morning and conclude at 12:00 P.M., on the following Saturday. An employee who is required to work overtime early in a given week, may be asked to adjust their work schedule on subsequent days to avoid the necessity of paying overtime.
APPROVED POSITION DESCRIPTIONS
An approved, written position description exists for each staff position in the College. In general, the description covers the purpose of the job, the work to be done, the supervision of the work, the qualifications required, and, where appropriate, working conditions affecting the job. The hiring supervisor and the People Services staff will collaboratively maintain accurate position descriptions. Applicants for employment should be asked to read the position description of the position for which they are applying; incumbent employees should be asked to review and sign the Position Description for their positions, acknowledging that review. (A copy of the signed Position Description must be sent to People Services for appropriate filing in the employee’s personnel file.) All position descriptions are reviewed periodically to assure that they reflect current responsibilities. The Dean of the Faculty has responsibility for all faculty position descriptions. Employees’ performance shall be reviewed in relation to the written position descriptions.
Position vacancies cannot be advertised or posted on the College’s website until a current position description has been reviewed/revised and authorized by the supervising director or vice president and submitted to the Office of People Services.
Salaries are reviewed annually. However, pay increases are not guaranteed to anyone at any time. Factors to be considered in granting pay increases include, but are not limited to, the financial condition of the College and the performance, qualifications and experience of the employee under consideration for a pay increase. All employees are expected to perform their duties within the framework of meeting or exceeding the Workplace Expectations established by the College and various employee committees.
The College does not provide its employees with severance pay upon their voluntary or involuntary separation from employment (except as provided by the Reduction in Force Policy). At separation, the College will pay for accrued but unused vacation time. Accrued sick leave or other leave will not be paid upon separation.