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HANDBOOK FOR
NONEXEMPT STAFF PERSONNEL
UNIVERSITY HUMAN RESOURCE SERVICES
BALL STATE UNIVERSITY
3.3 Time, Time
Records, and Paychecks
Pay is calculated on a
biweekly basis, and paychecks are available on the Friday following the
appropriate pay period. An employee should consult with his or her supervisor
regarding the method of paycheck distribution in the department.
If an error is detected in
the paycheck, promptly contact the immediate supervisor.
3.3.1 Garnishments and Tax Levies
Garnishments and tax levies are attachments to an employee's pay for an unpaid
debt. The university is required by law to withhold wages due when a garnishment
or tax levy has been served on the university, and it may collect a fee from the
employee for this action. Such attachment on wages will be released upon the
university’s receipt of an order from the court or tax agency that issued the
attachment or upon full compliance with the garnishment order.
3.3.2 Overtime Policy for Nonexempt Staff
Personnel Other Than Law Enforcement Officers
Compensatory Time Off. The terms
"compensatory time" and "compensatory time off" mean hours during which an
employee is not working, which are not counted as hours worked during the
applicable workweek for purposes of overtime compensation, and for which the
employee is compensated at the employee's regular rate.
Compensatory Time Off and Monetary Overtime Pay.
Compensatory time off will be earned at a rate of one and one-half hours for
each hour actually worked over 40 within the established workweek. An employee
may accumulate up to 240 hours of compensatory time off, and the employee will
receive monetary overtime compensation for overtime hours actually worked which
could cause the employee's accumulation to exceed 240 hours. Compensatory time
off earned during a work year (July 1 to June 30) must be used during that work
year. If that is not possible, monetary overtime pay will be substituted for
compensatory time off for all compensatory time off hours earned by the employee
but not used by the last day of the final pay period paid in June.
An employee may use the earned compensatory time off with the approval of the
employee's supervisor. If it is not possible to approve the particular
compensatory time off requested by the employee, time off will be granted within
a reasonable period, normally two weeks, unless the requested time off would
unduly disrupt operations. If a mutually appropriate time cannot be scheduled
for the employee to use the earned compensatory time, the supervisor may elect
to substitute monetary overtime pay in lieu of earned compensatory time off.
Monetary overtime pay is calculated at one and one-half times the employee's
equivalent hourly rate of pay for the hours worked in excess of 40 hours during
the established workweek.
The supervisor may elect to substitute monetary
overtime pay for earned compensatory time off, either at the time overtime is
actually worked or in any later period. Monetary overtime compensation will be
based on the employee's regular pay rate at the time of payment.
Compensatory time earned or monetary overtime
pay for overtime must be approved by the supervisor on the "Work Record and
Absence Report for Nonexempt Staff Personnel" and sent to the Office of Payroll
and Employee Benefits by noon on Monday following the pay period ending date.
The university also may elect to apply earned
compensatory time off to hours the employee has missed due to personal absence
(including medical leaves if not covered by paid sick leave, vacation, or Salary
Continuation Insurance) resulting in lost time.
In the event an employee leaves employment at the
university for any reason, the employee will be paid for earned compensatory
time off at the employee's final regular rate of pay, or the employee's average
rate during the last three years of employment, whichever is higher.
Paid time off for
holidays, vacation, sick leave, jury duty, and funeral leave is counted as time
worked for computing overtime. All other time off, with or without pay, is
treated as time not worked for purposes of calculating overtime.
Except: If a recognized holiday falls on an
employee's regular day off, he or she will be given one day's pay at his or her
regular straight-time rate. In such cases, the unworked holiday shall not be
included as hours worked for the purpose of computing overtime.
A separate overtime policy for nonexempt law
enforcement officers is in effect. Law enforcement officers should see the
Director of Public Safety as to this policy's provisions.
Overtime must be approved by a supervisor before
it is worked. An employee is prohibited from working unauthorized overtime or
from working “off-the-clock.”
3.3.3 Pay Adjustments
The pay of all employees is reviewed annually; and pay adjustments, when
appropriate, may be made if the Board of Trustees determines funds for such
adjustments are available.
3.3.4 Rest Periods
During each 4-hour working period, an employee is allowed one 15-minute rest
period which is limited to 15 minutes of absence from the job. The rest period
is to be preceded by and followed by an extended work period; thus, it may not
be used to cover any late arrival to work or early departure, nor may it be
regarded as cumulative if not taken. Rest periods are to be scheduled by the
supervisor who will advise an employee of the scheduled time and place for such
rest periods.
3.3.5 Shift Differential
When assigned to the second shift, an employee receives a shift differential of
18 cents per hour. The second shift is any regularly scheduled shift starting
between 2:00 p.m. and 10:00 p.m.
When assigned to the third shift, an employee
receives a shift differential of 30 cents per hour. The third shift is any
regularly scheduled shift starting between 10:00 p.m. and 5:00 a.m.
An employee is entitled to receive the shift
premium for the shift he or she is regularly assigned the majority of the time
during the workweek.
3.3.6 University Hours
The official university office hours are 8:00 a.m. to 5:00 p.m. during the
academic year. Currently, summer hours are 7:30 a.m. to 4:00 p.m. Some areas
of the university may require different schedules depending upon the needs of
the area.
A 65-minute unpaid lunch period is provided
during the academic year. During the summer, the unpaid lunch period is 35
minutes. Each employee will be informed as to when to take a lunch period.
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