Guideline 4-7: Payroll Guidelines

Full-time employees should report to Human Resources to complete all necessary payroll, employment, retirement and insurance forms on their first day of employment. Part-time employees may complete these documents on the campus of employment.

Employees are generally paid on the last working day of the month. Full-time employees' monthly checks reflect payment for the entire month, from the first day through the last day of the month. Part-time employees are paid from the middle of the month to the middle of the following month (i.e. October paychecks for part-time employees reflect payment for time from the middle of September to the middle of October).

New employees whose first day of employment is not the first working day of the month, will be paid only their actual days worked during their first month of employment. New employees will only receive sick and vacation time for their first month of employment if they begin on the first working day of the month. Employees who resign or are terminated during a month, will be paid only for actual days worked during their last month of employment.

Each employee eligible for over-time (non-exempt) must keep a time sheet of hours worked per week. Overtime and/or Compensatory time (Comp time) earned are recorded for all eligible employees on the Report of Overtime Earned form. Hours accounted for under approved leaves (sick, vacation, personal business, funeral, etc) are submitted on the Request for Leave Approval form to the employee's supervisor. The responsibility for accurate payroll reporting rests with the supervisor; however, dock time, overtime, vacation, etc., may be screened by District Payroll and Human Resources.

Employees in a leave without pay status (dock mode) will receive instructions from Human Resources in the event benefits are affected by their absence. Employees off work and in a dock mode prior to a holiday, will not receive pay for that holiday. Likewise, an employee in a leave without pay status for an entire month will not accrue vacation time for that month.

The college reserves the right to determine the employee's last working day in the event of the employee's resignation or termination. Retirements are always effective the last day of the month for employees retiring under the Teacher Retirement System or the Optional Retirement System.

Full-time hourly, non-exempt employees will be paid for hours worked on payroll documents submitted monthly by the appropriate department. Effective September 1, 2009, these employees are eligible for the same Board approved benefits and retirement plans that other full-time employees receive.

All employee salaries must be approved by the board of regents.

(Re: Policy V-E; Board of Regents Policy Manual)

(Revised September 15, 2009)