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Payroll Procedure - 62.07.04

College Policy Number/Title:

62.07 Management of College Funds

Howard Community College hires employees in budgeted positions, which can be full- or part-time. The college also hires employees on an hourly or specific contractual basis.

Once human resources has input the employee contracts, pay rates and benefit information, the payroll process will begin. Payroll is responsible for the timely processing of semi-monthly payments to all employees. Payroll calculates and enters any pay adjustments to contracts for late starts or early ends.

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 scheduled to be closed, the pay date is typically moved up to the last business day prior to the holiday or scheduled college closing. The college pays all budgeted positions evenly over their contract period. Budgeted hourly staff is not paid in arrears. Non-budgeted hourly staff is paid from online time sheets containing hours worked during the previous pay period.

Time for budgeted 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 paperwork 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, assuming all paperwork has been submitted properly. In some circumstances, budgeted 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 time sheets 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/PDF time sheets.

Direct deposit is the preferred method of payment but bank paycards are available for those for whom direct deposit is not an option. Employee earnings statements are on the college’s portal.

Payroll exceptions (manual checks) are granted only with the authorization of the president or area vice president.  All exceptions are reviewed by the associate vice president of finance or designee.   The college does not release paychecks to employees prior to payday nor does the college grant pay advances.

Effective Date: 09/10/21

President's Office Use:  VPAF

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