(A) Purpose. Owens community college
employees will be paid on a biweekly basis. All
necessary payroll documentation must be completed by the employee before
payroll can be processed. Pay cannot be issued without proper documented
information, which includes the employment recommendation form and the
electronic payroll authorization form.
(B) Timesheets. Non-exempt staff are paid on
the basis of a biweekly timesheet maintained by the employee and authorized by
the immediate supervisor. Some non-exempt staff, because of the nature of their
position, will be required to use a timeclock in lieu of filling out a
timesheet.
(1) Overtime. There may be
occasions when a supervisor may request an employee to work beyond the normal
hours. In such cases, the non-exempt employee shall work overtime only when
authorized by the appropriate supervisor. For those approved hours beyond forty
during the week, the employee shall be paid at 1.5
one and one-half
times the normal rate for hours worked, in accordance
with the provisions of the Fair Labor Standards Act of 1938, as amended.
Or if authorized by a supervisor, a non-exempt
An employee may
elect
who elects compensatory time,
shall do so in accordance with established
procedure and may not accumulate more than sixty hours of compensatory time at
any one time. Compensatory time is earned at one and
one-half times the normal rate for hours worked. Unused accrued overtime
compensatory hours shall be paid during the last pay date of each fiscal year
in cash at 1.5 times the employee's regular rate of
pay. Unused accrued overtime compensatory
hours may be paid the first pay in November, if so elected by the
employee.
(2)
Missed work. The employee is expected to
account for missed hours from work on the timesheet
with
days or periods such as paid
sick leave, paid vacation, unpaid leave or other circumstances which may
prevail.
(3)
Flex-time. Exempt and non-exempt staff will be
allowed to flex their work schedules in accordance with established
procedure.
Leave time calculation for
non-exempt employees. All hours of time off will be taken from an eight hour
day. Examples, include but are not limited to:
(a)
Time off of eight
hours: zero regular hours worked and eight leave hours on the timesheet. Eight
leave hours on the leave report.
(b)
Time off of four
hours: four regular hours worked and four leave hours on the timesheet. Four
leave hours on the leave report.
(c)
Time off of a
half hour: seven and a half regular hours worked and a half leave hour on the
timesheet. A half leave hour on the leave report.
(d)
Time off of one
hour: seven regular hours worked and one leave hour on the timesheet. One leave
hour on the leave report.
(e)
Time off of forty hours: zero regular hours worked and
forty leave hours on the timesheet. Forty leave hours on the leave
report.
(C) Payroll deductions.
Payroll deductions are authorized for legally required
deductions. An employee may personally authorize a voluntarily deduction
with proper documentation.
(1) Federal tax. Federal income
taxes are deducted from each biweekly paycheck on the gross salary of the
employee.
(2) State tax. The employee will pay
state taxes on gross salary earnings.
(3) City tax. City tax is deducted
from the paychecks. If the community in which an employee resides has a city or
village income tax, the employee should complete a city tax form and submit it
to the human resources office.
(4) Medicare tax. Anyone hired or
rehired on or after April 1, 1986, is required by the federal government to
have 1.45 per cent deducted from their payroll check for medicare. (The college
also pays an additional 1.45 per cent to medicare for each employee hired or
rehired on or after April 1, 1986.)
(5) School district tax. If an
employee's school district levies a tax, this tax will be deducted from the
employee's gross pay.
(6) Annuities. College employees are
able to make contributions to plans providing annuities through payroll
deduction. If an employee is interested in participating in such a plan,
contact the human resources office for a listing of approved
providers.
(7) Contributions. The college also
provides a payroll deduction program for employees to make contributions to
college-designated organizations, or the Owens community college
foundation.
(8) Ohio deferred compensation
program. The college provides for payroll deduction for employees participating
in the Ohio deferred compensation program.
(D) Pay schedule
/check distribution.
(1) Pay schedule. Fridays, every other week,
are the scheduled pay dates.
(2) Check distribution. Individual
payroll checks may be picked up onThursday preceding a pay date from three p.m.
to five p.m. and continuing on Friday from eight a.m. to noon after which time
the checks will be mailed. Changes to this schedule may occur and will be
communicated to employees.
(2)(3)
Direct deposit authorization. An employee is required
to complete and update a direct deposit authorization. With direct
deposit, an employee's pay will be automatically deposited in their account on
payday. Employees may review and print an electronic pay stub, which shows
their earnings, taxes, and deductions. An exception is
allowed for the federal work-study program.
(E)
Implementation.
The treasurer/chief financial officer has the authority to promulgate
procedures, guidelines, and forms consistent with this rule.
