The college hires employees in budgeted, position control positions, which can be full- or part-time. It also hires employees at will, on an hourly or specific contractual basis. All hires are approved, graded, and given hourly rates through the authority of the cost center manager, the vice presidents, and human resources.
Human resources enters new employees and their contracts/rates of pay into the payroll system. Once entered into the system, payroll enters deductions (other than benefits) and tax information. Payroll calculates and enters any pay adjustments to contracts for late starts or early ends. Partial year contracts are prorated for the actual number of days employees work in the contract year. Employee benefits are coordinated with human resources and entered into the payroll system by human resources. Payroll enters leave plans and records all leave as it is taken.
All employees are paid on the 15th and the last day of the month (semi-monthly). If a payday falls on a holiday or on a day the college is closed, the pay date is moved up to the last day worked. The college pays all budgeted, position control positions evenly over their contract period, i.e., a 12-month contractual employee receives 1/24 of their pay on the 15th and last day of each month. Budgeted hourly staff is not paid in arrears. Non-budgeted hourly staff is paid from on-line time sheets containing hours worked during the previous pay period.
Time for budgeted, position control positions is reported on an exception basis. Employees report only overtime hours worked in a day or hours of leave taken in a day. For hourly employees, this adjustment or recording of leave is done during the subsequent pay period after the time sheet for the current period has been received in payroll. For salaried employees, the recording of leave occurs in the following month, after the monthly attendance report has been received in payroll.
Employees whose start date with the college is during the 1st to the 15th of the month can expect to get their first check on the last day of the month, assuming all paper work has been submitted properly. If the start date is between the 16th and the last day of the month, they can expect to get their first pay on the 15th of the next month. In some circumstances, budgeted, position control positions may get paid sooner, if all paperwork is submitted on time.
Hourly (non-budgeted) employees are required to submit online time sheets to their supervisor by the due date on the payroll deadline schedule provided each quarter. Online timesheets are then approved by the assigned supervisor or alternate supervisor and submitted electronically to payroll by the due date on the payroll deadlines schedule. Time sheets with hours worked from the 1st to the 15th of the month are paid on the last day of the month, and hours worked from the 16th to the last day of the month are paid on the 15th of the following month. Late time sheets are paid in the subsequent pay period and must be submitted on paper timesheets.
The college has converted to electronic payment of wages for all employees. Direct deposit is the preferred method of payment but bank paycards are available for those for whom direct deposit is not an option. Direct deposit advices, which include paycards, can be viewed online through HCC Express.
After each payroll is run, the payroll manager, and the associate vice president of finance, review and sign a listing of checks and direct deposits/paycards. The electronic signature of the president is used to sign the checks.
Payroll exceptions (manual checks) are granted only with the authorization of the vice president of the area and the associate vice president of finance. Any checks issued on payday (due to pre-noting of direct deposit or other exception) are available to be picked up by 12:00 p.m., with proper identification, in the payroll office on payday. After that time, any checks not picked up are mailed to the home address. The college does not release paychecks to employees prior to payday nor does the college grant pay advances.
Policy Manual Review/Revision: 11/11/11