Call Duty Compensation

Effective Date: June 1, 2009
 
Purpose:
To provide for the compensation for non-exempt employees for being called back to work after the employee's normal working hours.
 
Policy:
Call duty compensation is paid to non-exempt employees who are required to return to work and who meet the conditions for compensation as a non-exempt employee eligible for call back compensation, as required by the Fair Labor Standards Act.
 
No federal law guarantees an employee a minimum number of hours of work when he/she is called back to work. However, the hours an employee does work must be paid for at the employee’s base pay rate or at the applicable overtime rate.
 
The criteria for on call duty compensation is:
• Minimum three (3) hours will be paid to the employee called back to work
• The number of hours actually worked, over the minimum of three (3) paid hours, will be added to the total of hours worked in the work week, and paid at the appropriate base rate or overtime rate.
 
Exempt employees are not eligible and do not receive call duty compensation.
 
Last updated June 1, 2009
 

Compensation Philosophy

Effective Date: 06/01/95
 
Purpose:
To provide equity, incentive, and external comparability in the administration of the College's compensation program for all employees.
 
Policy:
Within the framework of applicable law, and consistent with the judicious expenditure of funds entrusted to it, Centenary College shall attempt to employ competent personnel at competitive local area rates or rates competitive with other similar institutions; motivate these employees to perform well; and create inducements both through basic compensation and fringe benefits to retain competent employees for productive periods of service.
 
Periodic salary increases shall be based on performance as reflected in the annual performance review conducted by each unit head, the effects of inflation, and the ability of the College to pay.
 
Last updated 20 July 2000
 

Job Descriptions

Effective Date: 06/01/95
 
Purpose:
To ensure that all non-faculty employees are classified equitably in relation to work performed.
 
Policy:
The Human Resource Office shall be responsible for classifying all exempt staff and non-exempt staff positions in accordance with the work being performed. Any newly created jobs shall be reviewed by the Human Resource Office prior to recruitment and hiring. All positions shall be reviewed by the individual supervisor and the Human Resource Office annually to ensure proper classification and amendments should be added as appropriate. Each employee shall be provided with a copy of their current job description. Requests for changing the classification of a position must be approved by the Human Resource Office.
 
Should a supervisor not be satisfied with the classification of a job assigned by the Human Resource Office an appeal may be made to the Vice President for Finance & Administration.
 
Last updated December 11, 2014
 

Minimum Wages

Effective Date: 06/01/95
 
Purpose:
To provide a minimum wage for all College employees.
 
Policy:
Centenary College students employed by the College will be paid no less than the federally mandated minimum wage.
 
The minimum wage for all other employees will not fall below the federally mandated minimum wage prescribed by the Fair Labor Standards Act.
 
Last updated 20 July 2000
 

Overtime Compensation

Effective Date: 06/01/95
 
Purpose:
To compensate non-exempt staff and student employees, who due to the needs of the College, are required to work in excess of their normal work week.
 
Policy:
Overtime compensation is earned by non-exempt staff and student employees who work for a period in excess of forty (40) hours in any work week. Overtime compensation is paid at the rate of one and one-half times the earned rate of pay for all hours worked in excess of forty (40) in the work week.
 
Employees who are paid on a monthly basis and who are eligible for overtime pay must be paid for all overtime earned. Centenary employees are not eligible for comp time. There are twelve (12) pay periods in each calendar year and each month is considered a pay period.
 
While annual leave, sick leave, bereavement leave, jury duty, paid holidays, and non-duty days do count as hours worked, they do not count toward overtime compensation as per Fair Labor Standards Act 29 C.F.R. §779.18.
 
Last updated December 1, 2014
 
 

Payroll Advance

Effective Date: June 1, 2009

Purpose:

The purpose of this policy is to standardize the conditions under which an employee may be granted a payroll advance.

Policy:
A payroll advance may be granted to any regular employee when circumstances defined as unforeseen, unplanned and unavoidable require a staff member to secure funds on short notice and the employee has exhausted all other reasonable sources of financial relief.

  • An employee may receive no more than two pay advances in a 12 month period.
  • The amount requested for an advance cannot exceed 50% of the employee’s normal gross base pay for one pay period. The minimum request is $100.00.
  • Repayments must be made through payroll deductions.
  • An employee who receives an advance will be required to sign a payroll advance agreement.
  • The advance pay must be paid in full within 90-days of the advance.
  • If the employee terminates prior to repayment of the advance, the advance balance due at the time of termination will be deducted from the employee’s final paycheck. This will include using the employee’s accrued annual leave due to settle the advance due if necessary. If the funds are not enough to satisfy the debt the employee will be required to make personal payment in full for the balance, or sign a promissory note for the balance.
  • If an employee receives a second pay advance within a 12 month period, the employee will be required to attend a credit counseling program at their cost and submit a certificate of completion before any other advances will be available.

Procedure
1. To receive an advance the employee must submit a completed Payroll Advance Agreement to his or her Division Executive for approval. In the written request, the employee must provide sufficient detail so that the nature of the situation is clear. Disclosing confidential information is not required.

2. The signatures of the employee requesting the advance, the division executive (or designee) and the Vice President for Finance and Administration are required on the Payroll Advance Agreement for processing.

3. An Accounts Payable check will be issued through the Business Office as soon as possible after approved documents are sent to the Payroll Department for processing. The Payroll Department will initiate this process with the Business Office. The check can be picked up by the employee in the Payroll Department or delivered campus mail.

Last updated June 1, 2009
 

Work Schedules

Effective Date: 06/01/95
 
Purpose:
To establish standards for the varying work periods of staff exempt, staff non-exempt and student employees.
 
Policy:
The work week shall be a regularly recurring period of seven consecutive twenty-four hour periods or workdays, beginning at 12:01 a.m. Monday, and ending at 12:00 midnight the following Sunday, times inclusive. Employees shall normally be scheduled to work forty (40) hours in each work week.
 
The schedules of individual employees shall be arranged on an equitable basis regarding days off and the assignment of work within occupational classifications.
 
Last updated December 8, 2014
 

Salary Adjustments Involving Promotion, Demotion, Lateral Transfers, or Reclassification

Effective Date: 06/01/95
 
Purpose:
To establish a fair and equitable method of salary adjustments for staff employees changing positions or job classifications.
 
Policy:
When promoted to a higher grade level, the employee may receive an increase in salary of up to 8% of their current salary. In determining the amount of salary increase to be awarded consideration should be given to employee qualifications, market availability, the salary levels of other employees in the same job classifications, etc.
 
When demoted, an employee may receive a reduction in salary up to 8% of their current salary. In determining the amount of salary decrease because of demotion consideration should be given to reason for demotion, length of service, etc.; however, in the case of a long service employee whose salary is significantly above others in the new job classification, further salary adjustments may be made. The employee’s salary may be “red Circled” (frozen) until the salaries of other like employees are increased to be competitive with the salary of the affected employee. Only cost of living salary increases should be granted to the affected employee during this period.
 
Transfers within the same job classification or equivalent job classification levels will be made without adjustment of the employee’s current rate of pay. When this occurs and the salary of the affected employee is significantly above the normal hiring rate the salary of the affected employee may be “red circled” (frozen) until the salaries of other like employees are increased to be competitive with the salary of the affected employee. Only cost of living increases should be granted to this affected employee during this period.
 
All salary adjustments must be approved by the Vice President for Finance & Administration.
 
Last updated 20 July 2000