PURPOSE / SCOPE:
ICOM seeks to comply with the Fair Labor Standards Act and other employment regulations as it pertains to employee payroll and timekeeping processes.
Non-Exempt Employee: an hourly employee who is paid overtime wages for work over 40 in a workweek
Exempt Employee: an employee whose role satisfies federal criteria as being “exempt”, is paid a salary and is exempt from overtime pay
POLICY AND PROCEDURE:
Employees are expected to keep an accurate record of their time for payroll and accounting purposes. It is a violation of policy to alter, falsify or tamper with time records. Any employee who does so may face disciplinary action, up to and including termination.
Pay Dates and Work Week
ICOM employees are paid on a semi-monthly basis, on the 15th of the month for time worked from the 1st through the 15th and on the last day of the month for time worked from the 16th through the last day of the month. ICOM’s work week runs Sunday through Saturday.
Time records not submitted in a timely manner may result in delayed payout. The human resources department provides employees with a schedule of dates indicating when time sheets are due and when pay checks will be distributed. It is each employee’s responsibility to submit time sheets before or by the deadline.
- Exempt employees do not submit a record of hours worked, but will report time away from work, e.g. FTO, PTO, FMLA time.
Non-Exempt employees are to keep an accurate record of the hours they work each day in ICOM’s payroll system, currently Paylocity. Time to be recorded is time actually spent on the job performing assigned duties. Non-exempt employees will also record time away from work, e.g. FTO, PTO, FMLA time.
Forecasting time is required in order to process payroll timely. Because payroll processing is required prior to the close of a pay period, employees are asked to include their anticipated (forecasted) work hours (non-exempt employees) and any leave time for the remaining days of a pay cycle. If the forecasted time does not end up being what actually occurred, employees are to notify the Office of Human Resources as soon as possible.
Overtime (Non-Exempt Employees)
Overtime hours will be considered for hours worked in excess of 40 in a work week. Overtime hours are to be approved in advance by the employee’s supervisor whenever possible. Non-exempt employees are expected to work with their supervisors in arranging their schedules to prevent the need to work over 40 hours in a work week. Employees working overtime will be paid at a rate of one and one-half times their regular pay. Hours worked do not include holiday time, PTO or FTO hours or any other time for which an employee is compensated, but does not actually perform work.
PRIMARY POLICY OWNER:
VP of Human Resources & Organizational Development