4.1 PAY POLICY
The College makes a sincere and dedicated effort to pay its employees fairly. A formal wage and salary administration program has been established which provides for equitable pay differentials among jobs of varying skills and responsibilities within the College. This permits individual consideration so that each employee is paid in accordance with his or her responsibilities and performance. When you start to work, you are paid a salary related to your immediate responsibility. From then on, your salary progression depends upon how successfully you, as an individual, apply yourself. Staff salaries are reviewed annually, on July 1, at a minimum. If your performance and current wage or salary so warrant, you may be considered for an increase at this time within the limits of the wage or salary ranges of your job. Increases are also considered when outstanding performance so merits. The amount of an employee's wage or salary is a confidential matter between the employee and management.
In addition, periodic wage and salary surveys are conducted to compare the overall wage or salary levels here at Roanoke College with those of other businesses in the community and with other colleges and universities. These procedures assure that your pay has been fairly determined in relation to other jobs in the College and is in line with what is being paid for comparable work in higher education institutions and in our community.
4.2 IMPORTANCE OF TIME RECORDS
The laws today are very strict about recording the true number of hours you work. It is your responsibility to keep accurate records. Your time record is very important because the information on it is used for payroll computation and gives you an accurate record of your earnings.
If you use a time clock, you should not clock in more than five minutes before your scheduled working time nor clock out later than five minutes past your scheduled ending time. The only exception is when you will be authorized to clock in earlier or later by your supervisor. If you should leave College premises and you are not on College business, you are required to clock out. Please clock your own time card and be careful to do it correctly. Under no circumstances are you to clock another employee's time card, nor should you ask anyone to clock your time card. Do not sign your time card until you have checked it for accuracy.
Employees completing handwritten time sheets must turn in their time sheets to their supervisors for approval and submission to Payroll immediately upon the closing of the respective pay period. Employees completing handwritten time records should insure the same accuracy as if a time clock were used.
If you make an error on your time record, please notify your supervisor at once. He or she will make the correction and both you and your supervisor will initial it. When clocking out or signing out on the last day of the workweek, please review your time record carefully to see that all your hours of work are recorded correctly.
4.3 THE WORKWEEK AT ROANOKE COLLEGE
The official workweek for employees of Roanoke College is as follows:
Dining Services, Housekeeping, and
Part-time Nonexempt staff 12:10 a.m. Sunday to midnight
of the following Saturday
Maintenance, Campus Safety and
Exempt Staff 12:10 a.m. Monday to midnight
of the following Sunday
Full-time Nonexempt Salaried Employees 12:10 a.m. Friday to midnight
of the following Thursday
The workweek is based on forty hours. Although the normal scheduled working hours may be less than forty per week for some employees, overtime is only paid when actual time worked exceeds forty hours in one workweek.
The College administrative offices are generally open from 8:00 a.m. to 4:30 p.m., Monday through Friday. A normal working day for most employees is between 7.5 and 8 hours per day. Within the workday, employees are given a total of one hour for meal and break period(s) combined. Employees should use this full meal/break hour each day unless requested to do otherwise.
In order for various departments to function most efficiently, working hours and employee work schedules may be altered. Your supervisor will outline your working schedule for you. Every job on campus contributes to the successful operation of the College, therefore all employees are expected to begin the workday on time and to be punctual in all working assignments/appointments. Should you ever have any questions regarding your work schedule, please ask your supervisor.
If for any reason you are unable to be at work at your regular starting time, you are expected to call your supervisor. This is necessary to make schedule adjustments. If you are unable to report to work because of illness, emergency, or for personal reasons, you are asked to notify your supervisor or department head prior to, or no later than, your scheduled working time. Your supervisor may request a daily report and a physician's statement in the event of your illness. The supervisor will report such absences to Human Resources.
4.4 OVERTIME POLICY
Working overtime is sometimes required of the nonexempt employees. You are expected to cooperate with your supervisor when asked to work overtime. If it is necessary to work overtime, approval should first be obtained from your supervisor. Overtime will be distributed as equally as possible. All hours worked over 40 in any workweek will be paid at the rate of one-and-one half your regular hourly rate. Overtime will be paid only for hours actually worked in a workweek, excluding time for holiday, vacation or sick leave.
4.5 PAY DATES AND PAYCHECKS
All exempt and nonexempt salaried employees are paid monthly on the last working day of the month for work performed during that month. Overtime is paid in the month following the time worked. Hourly employees are paid bi-weekly on Friday for work performed during the previous two-week pay period.
Checks are available in the cashier's office in College Hall on the day of payment. If you are unable to pick up your check, you must give the College written permission in order to have another person claim it for you. You may choose to have your paycheck mailed or electronically deposited to your bank. Details are available in the Payroll Office. Roanoke College cashiers are not authorized to cash payroll checks, and you may not leave work to cash paychecks unless on your meal period.
Paychecks show gross compensation less the deductions which are required to be made from your earnings, such as federal and state income taxes (withholding taxes), FICA (Social Security), legal garnishments and federal income tax liens. Any other voluntary deductions, such as for optional insurances, spending account contributions, credit union deposits, charitable deductions, and other employer approved programs must be authorized by you before they can be made through the payroll. All monies due the College upon termination will be deducted from the employee's final paycheck.
4.6 ERRORS IN PAY
Every precaution is taken to avoid errors in your paycheck. If an error does occur, tell your supervisor. He or she will obtain the correct information for you and, if an error is found, the adjustment will be made on the next payday.
4.7 INCLEMENT WEATHER PAY POLICY
Employees who report to work late or leave work early because of adverse weather conditions will be paid only for the actual time worked. However, up to four hours of time lost per day may be made up during the same workweek with the approval of your supervisor. You will not be paid for time lost in excess of four hours per day. Time lost in excess of four hours per day will be applied to vacation, personal leave, or be deducted from your pay, in that order of availability.
If the administrative offices are closed for any period of time during the workday, regular employees in the affected areas will be paid for that period during which the offices are closed. However, if you have previously chosen to leave work early, you will be responsible for the hours between the time you leave and the closing hour announced by the administration. This time must be made up in the same workweek or be applied to personal leave, vacation, or be payroll-deducted.
Should you choose to work when the College is officially closed, you may receive compensatory time off with the approval of your supervisor. Employees designated as essential personnel (see Section 5.11) and who work when the College is officially closed will receive pay or compensatory time off for hours worked.
4.8 FLEX-TIME POLICY FOR NONEXEMPT SALARIED EMPLOYEES
Full-time, nonexempt salaried employees may take advantage of the summer flex-time policy. The flex-time policy applies to the period beginning agreed to by the supervisor between May and August on an annual basis. Employees may begin their work day anytime between 7:00 a.m. and 9:00 a.m. and end the work day between 3:30 p.m. and 5:30 p.m. respectively, providing the following conditions are met:
1. Your schedule must be approved by your immediate supervisor and a copy filed with the office of Human Resources.
2. Each office must be sufficiently staffed for operation during the normal business hours of 8:00 a.m. to 4:30 p.m. Employees with the most seniority have first preference in scheduling.
3. You must work 7.5 hours per day and take your one-hour meal/break period.
4. Flex-time is to be used on a daily basis; it is not designed to provide for an employee working overtime on one day in order to work fewer hours on a later day.
5. Once a flex-time schedule has been approved by your supervisor, you must remain on that schedule for the entire summer.