3.01 PAYROLL (Rev. 1/12)
All part-time and full-time new hire forms must be completed, approved and signed and submitted to HR five days prior to the time sheet due date each month. New full-time employees need to make an appointment with HR to receive their benefit forms, which then must be completed and returned to HR no later than five days prior to the time sheet due date. New hire paperwork for any position, full or part-time, must be completed and approved prior to the actual hiring of the person performing any work for the college. Failure to follow hiring procedures may result in loss of the position.
All position changes, rate of pay and change of departments must be completed with appropriate signatures on the (brown) Notice of Change of Employment form and submitted to the HR Payroll Office five days prior to the time sheet due date. Overload Agreement forms must also be submitted five (5) days prior to time sheet due dates.
Supervisors are responsible for notifying the HR Payroll Office in writing of changes in employee status, including termination.
All time sheets must be completely filled out in ink with proper signatures and in the HR Payroll Office on the due date. Time sheets submitted after the due date will be processed on a time available basis. Late time sheets will not be processed until the next month.
Employees will be automatically inactivated if they have not worked for the College for 12 months. Employees will be reactivated if they return to work within 24 months of their last day worked and they provide the Payroll Office with updated address and W-4 information. Employees who have not worked for the College for 24 months will be required to fully complete the new hire process.
3.02 PAY PERIODS (Rev: 7/08)
Payday is on the 25th of each month unless the 25th falls on a holiday or weekend, in which case payday will fall on the last working day prior to the holiday or weekend. The only exception to this is the months of December and occasionally November, which will be published each year. Find the Payday Schedule on the Web.
The HR Payroll Office publishes the paydays and time sheet due dates in December of each year and makes them available on the HR Website.
3.03 DIRECT DEPOSIT & PAYROLL DEDUCTION (Rev: 1/14)
All employees are asked to sign up for direct deposit of their paychecks. There are two options to choose from: (1) Option A will deposit the entire net pay check into the account. (2) Option B allows the net check to be deposited into two separate accounts or banks. You can select a percent or designate a fixed amount. Pay stubs are available online by logging into your MyCSI account.
There are also a number of payroll deduction programs available to full-time employees. For more information, contact the HR Payroll Office.
3.04 CHANGE OF ADDRESS (Rev: 7/08)
Changes of employee home address and/or telephone number should be reported to the HR Payroll Office.
3.05 EXEMPT/NON-EXEMPT STATUS & OVERTIME (Rev: 1/06)
The College is subject to the Federal Fair Labor Standards Act. For covered non-exempt (classified) employees, time worked in excess of 40 hours during the workweek must be compensated at the rate of time and one-half. Compensation may be in the form of either wages or compensatory time. If a non-exempt employee works over 40 hours in one week, they are given compensatory time off at the rate of one and one-half hours for each hour of overtime to be taken any time prior to the close of the pay period in which the week of overtime ends. Compensatory time may be carried forward past the pay period with the permission of the supervisor. Overtime will only be paid under unusual circumstances and with the approval of both the supervisor and the President. For the purpose of calculating overtime, the College defines the workweek as Monday through the end of the day on Sunday. Strict record keeping by the supervisor is a must. All compensatory time must be pre-approved by the supervisor in writing. A compensatory time form may be obtained from the HR Payroll Office.
Excepted from this law are exempt employees of the College who are executive, administrative, professional, or instructional staff for whom these standards apply:
- Primary duties are executive, administrative, professional, or instructional
- Meet a minimum base pay requirement
- Devote no more than 20% of their time to non-exempt work
Job descriptions and pay are the basis for determining exempt and non-exempt status. Please contact HR for additional information or to request a classification change.
3.06 MILITARY & JURY DUTY PAY (Rev: 10/01)
Leave for the purpose of military service shall be in accordance with applicable state and federal law.
Military Leave With Pay
Employees who are members of the national guard or reservists in the armed forces of the United States who are directed by proper military authority to participate in ordered and authorized field training under the National Defense Act shall receive military leave with pay for a maximum fifteen (15) working days in any one (1) calendar year. Such leave is exclusive of vacation and sick leave and compensatory time off for overtime.
An employee taking military leave with pay must send a copy of his/her orders to HR.
Military Leave Without Pay
Currently federal law provides that employees who are drafted or enlist in the Armed Forces of the United States or who are called to active duty from the Reserves for extended periods (more than six months) be granted a leave without pay for a period of up to four years.
- Health plan coverage at the employee's request and expense for a limited period of time as described by insurance regulations;
- Retirement benefits and service credit in accord with the provisions of the applicable retirement system; and
- Other length-of-service credits related to employment that would have been granted had the employee not been absent, provided that the employee returns to College service at the conclusion of the leave in accordance with applicable federal and state laws.
An employee whose employment is reasonably expected to continue indefinitely and who leaves his or her position either voluntarily or involuntarily in order to perform active military duty, has reemployment rights as defined in Idaho Subsection 135.05. The law also requires that employees who wish to return to the College after active duty be guaranteed the same or equivalent position with similar grade and benefits.
In order to be eligible for reinstatement an employee must:
- Present a certificate of satisfactory completion of service;
- Apply for reinstatement within 90 days of an honorable or general under honorable condition discharge from active duty, or within one year if hospitalized after discharge;
- Have been employed in a position expected to continue indefinitely, and would not have been laid off if employment had not been interrupted by military service.
An employee shall be granted active military leave, provided that the employee gives advance verbal or written notice of the leave except when such notice is precluded by military necessity, impossibility, or unreasonableness. In the granting of such leave, the College may require verification of an employee's military orders.
LEAVE FOR COURT REQUIRED SERVICE
An employee who is summoned for jury duty or subpoenaed as a witness before a court of competent jurisdiction or as a witness in a proceeding before any federal or state administrative agency will be granted leave with pay and any jury or witness fees may be retained by the employee.
An employee must request annual leave or leave without compensation for appearing as a party in a non-job-related proceeding involving the employee or appearing as a plaintiff or complainant in a proceeding in which the College is a defendant or respondent.
An employee summoned for court and jury service shall notify his or her supervisor as soon as possible to obtain authorization for leave of absence.
3.07 COMPENSATION DURING GENERAL EMERGENCIES (Rev: 1/14)
From time to time, extreme weather conditions or other unusual occurrences make it necessary to close CSI facilities. The following policy governs the compensation of CSI employees during such declared general emergencies. Further information is available from HR.
A. Determination of General Emergency
B. Leave in Situations of Closure or Inaccessibility
C. Compensation for Work Performed at Facilities Declared Closed or Inaccessible
D. Leave Provisions for Employees Unable to Report to Work Due to Emergency Conditions
3.08 COMPLETION OF DEGREE (Added: 2/00; 8/12)Source: hr.csi.edu
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