Appointment and Rate of Pay:
The employee’s rate of pay is established by the Executive Director. Letters regarding salary change throughout the term of employment are also issued by the Executive Director.
Upon receipt of a copy of the Letter of Appointment or salary change, the Office Manager will set up the payroll records necessary to process the payroll for each employee. These records are as follows:
Payroll Records:
Employee Payroll File: Each employee will have a folder which is maintained throughout the term of employment. Documentation contained in the employee payroll file is as follows:
a. All letters issued by the Executive Director establishing and revising rate of pay.
b. All State and Federal withholding authorizations signed by employee (W-4)
c. All other authorizations signed by employee for voluntary payroll deductions (i.e., Medical Insurance, retirement).
Time Sheets
1. Payroll History and Information: Each employee will have a payroll record entered into the computer. This will be done by the Office Manager. Information contained in this record is:
Name and address, phone number
Hire date
Social Security number
Salary
Position
Accounting will verify salary, exemption status position. Any discrepancies must be researched and resolved with the Executive Director. In addition, the payroll bookkeeper will enter new hires into the system including withholding status and exemptions, hourly or bi-weekly rate of pay, and position.
Each employee must submit an employee signed time sheet with the signature of the Executive Director, to receive a paycheck. All employees submit time sheets on payday. The time sheet is a record of the dates and hours worked, usage of vacation, sick, personal and/or holiday time for which an employee is compensated.
Overtime:
Non-exempt employees are compensated for hours worked in excess of 37.5 hours in one week. Compensation is calculated at straight time for hours over 37.5 to 40 hours. Over 40 hours is calculated at time and a half. (Employees are allowed flextime, but it must be taken during the period in which flex was earned.) The approval by the Executive Director is required to compensate for overtime hours.
Exempt employees are not compensated for hours worked in excess of their scheduled work week of 40 hours. All full-time employees are required to work a minimum of 8 hours per day. Part-time employees must work the required number of hours stated in the letter of appointment/change.
Pay Day:
The 15th and last working day in the month is pay day. Checks are available for pick up after 10 am. If the designated pay day lands on a weekend or holiday checks will be disseminated on the earlier work day.
Absences:
A detail of all absences from work must be recorded on the time sheet. A copy of the approved request for time off is attached to the time sheet for each absence recorded. All approved absences are compensated when adequate accrued time exists. When an employee does not have adequate accruals to cover an absence, it is not compensated. In such cases employees pay will be docked.