TIME REPORTING

• General

• Calculating Fractions of Hours

• Temporary Positions

• Student Positions

• Overtime

 General

All Faculty and Staff, including temporary positions, are paid on the 1^st and 16^th of each month. Students are paid on the 10^th and 25^th. When these dates fall on a weekend, employees are paid on the preceding Friday. (Payroll Calendar)

Faculty and Staff, excluding those in temporary positions, are paid on a "to-date" basis. That is, they are paid on the 1^st for time worked between the 16^th and 31^st of the preceding month. They are paid on the 16^th for time worked between the 1^st and 15^th of the current month.

Temporary employees are paid on the 1^st for time worked between the 1^st and 16^th of the preceding month. On the 16^th, they are paid for time worked between the 16^th and 31^st of the preceding month.

Students are paid on the 10^th for hours worked between the 16^th and 31^st of the previous month. They are paid on the 25^th for hours worked between the 1^st and 15^th of the month.

Calculating Fractions of Hours

Fractional hours should be reported in tenths of hours according to the following schedule:

Temporary Positions

Temporary employees are paid on the 1^st for time worked between the 1^st and 15^th of the preceding month. On the 16^th, they are paid for time worked between the 16^th and 30^th or 31^st of the preceding month. (Payroll Calendar)

Employees are required to complete a Payroll Time Card on which daily entries are made. These entries are the clock times that the employee reports in for work and when he/she finishes work for the day. The hours for each day are totaled and placed in the "Totals" column on the right-hand side. At the end of the pay period, the totals are summed and submitted to the employee's supervisor. The supervisor transcribes the Time Card data onto a Temporary Time Sheet that is provided by the Payroll Department. This time sheet identifies each temporary employee assigned to that department. It also identifies the pay period and date by which the form must be returned to the Payroll Department for processing.

It is the supervisor's responsibility to accurately report hours worked by the employee based on information provided on the time card. He/She does so by placing their signature on the document authorizing the Payroll Department to pay the employee for the number of hours reported.

Student Positions

Students are paid on the 10^th for hours worked between the 16^th and 31^st of the previous month. They are paid on the 25^th for hours worked between the 1^st and 15^th of the month. (Payroll Calendar)

Student employees are required to complete a Student Daily Time Sheet. The student records the clock times at which he/she reports for work and when they leave. The clock times are summed each day and recorded in the "Hours" column. At the end of each pay period, the hours are totaled and reported in the appropriate space. The time sheet is then signed by the student and submitted to their supervisor. The supervisor reviews the time sheet and attests to its accuracy by signing the document in the lower right area.

The Payroll Department provides a "Student Payroll Time Sheet" to each supervisor that lists each student employee assigned to their area. This time sheet gives the student's name, I.D. number and rate of pay. The supervisor records the number of hours worked based on the daily time sheet and then calculates the amount of pay by multiplying the number of hours worked by the rate of pay. The "Hours" and "Amount" columns are then summed and the supervisor signs the document attesting to its accuracy. The supervisor forwards the time sheet to the Payroll Department for processing.

Overtime

The Fair Labor Standards Act (FLSA) requires a non-exempt employee to be paid overtime or receive compensatory time for all hours worked in excess of 40 hours in a work week. Winthrop's work week begins at 11 p.m. on Friday  and ends at 10:59 p.m. on the following Friday night.  The Payroll Department reviews each entry on the temporary and student time sheets to determine if overtime is to be paid and processes the information accordingly.

Overtime is paid at one-and-a-half times the normal hourly rate of an employee. Compensatory time off is earned at the rate of one-and-a-half hours for each hour worked in excess of 40 per work week.

An employee's position is either non-exempt from FLSA or exempt. Non-exempt positions fall under the overtime rules while exempt positions are not eligible for overtime or compensatory time. The decision as to which classification is used is determined by Human Resources and Affirmative Action (HRAA) and is based on an evaluation of the position duties. For example, if the majority of the job is clerical or secretarial in nature and/or the employee performs primarily general office work, the job is non-exempt. The level of supervisory control and evaluation of non-routine questions are also factors in determining the classification.