Work Week and Pay Systems

Policy no. II-14
Effective date: 01/01/2008
Scope: faculty, staff and student employees

Definitions:

"Work Week" refers to the period beginning 12:01 a.m. Sunday and ending midnight of the following Saturday.

Policy Statement

The university recognizes the need to be service-oriented in providing academic, research, and administrative services to a diverse group of constituents.  Therefore, the business hours for administrative offices range between the hours of 8:00 a.m. and 6:00 p.m. Monday through Friday.  It is the responsibility of each supervisor to determine if the efficiency and the services of the department will be better served by changing or extending the hours of operation.  Regardless of departmental scheduling hours, employees shall work and be compensated within the framework of their full-time, part-time, term, or temporary status and whether they are exempt or non-exempt employees.  The following guidelines are to be followed in managing employees' work weeks for payroll purposes.


Breaks

All employees who work a 7.5- or 8-hour day will generally receive a daily, one hour, unpaid lunch break around the middle of the employee’s scheduled work day.  The supervisor has discretion for authorizing other breaks for lunch or to meet personal needs.

Nursing mothers are allowed to take reasonable unpaid breaks daily to express milk for one year after the birth of a child.   Nursing mothers may decide how they would like to take their unpaid breaks.  For example, they may decide to take a half-hour unpaid lunch and two fifteen-minute unpaid breaks.  It is expected that nursing mothers will consult with their supervisors and communicate how and when they will be taking their unpaid lunch and breaks.


Pay Calculation

For purposes of calculating hours worked, the calculation should consider time to the nearest tenth hour.


Pay Days

The following schedule shows the normal pay day for each employee group:

Full-time Employee Part-time Employee Temporary Employee
Faculty and Exempt Staff Monthly, on the last working day of the month Monthly, on the last working day of the month Monthly, on the last working day of the month
Nonexempt Staff Semi-monthly on the 15th or prior working day, and on the last working day of the month for the current work period. Semi-monthly on the 15th or prior working day, and on the last working day of the month for the current work period. Semi-monthly on the 15th or prior working day, and on the last working day of the month for the preceding period of work.
Student N.A. N.A. Semi-monthly on the 15th or prior working day, and on the last working day of the month for the preceding period of work.

To ensure an accurate payroll, supervisors are responsible for submitting, in a timely and accurate manner, information affecting payroll.

Withholding From Pay:

The university will automatically deduct from the gross pay any withholdings required for federal, state, and local taxes as well as mandated deductions and any employee-elected payroll deductions.


Policy Administration: Compensation office of the Human Resources Department and supervisor.

Reference: Payroll Procedures (II-14a)