Employee Handbook

Human Resources Office - Abilene Christian University 
Employment Policies and Procedures

Section 200: Hours of Work and Payroll Practices

TABLE OF CONTENTS

Policy 210  
Responsible Department: Human Resources
Responsible Administrator: Director of Human Resources
Effective Date: June 2000
Review/Updated: November 2011
Date of Scheduled Review: November 2015

PAY DAYS, PAY ARRANGEMENTS AND HOURS OF WORK

PURPOSE
To establish the hours of employment in ACU's normal work day and work week and to establish pay periods and paydays to administer the payment of wages, salaries and overtime.

SCOPE
This policy applies to all employees at the university.

POLICY

    1. Hours of Work.  The average work week is 40 hours.  For most offices the work week will be Monday through Friday; however, exceptions will be followed depending upon the needs of a particular department.
      The standard work day is 8 a.m.-5 p.m. which includes one hour for lunch.  However, various shifts may be arranged in accordance with the needs of the department.  It is expected that offices will open to the public at 8 or 8:30 a.m. and close to the public at 4 or 5 p.m.
    2. Break Time.  Each employee is allotted two paid 15-minute break periods, based on workload needs as designated by the supervisor.  Break time is considered working time.
    3. Daily Assemblies Chapel.  Staff are expected to attend Chapel on Monday of each school week.  Departments that feel they cannot close operations during this time should seek the approval of the VP of their division.  Faculty attendance expectations are addressed in the Faculty Handbook.
    4. Pay Days, Non-Exempt Staff.  Non-exempt staff are paid semi-monthly on the 15th and 29th.

      Pay Periods are:
      16th through the 29th - Paid on the 15th
      30th through the 15th - Paid on the 29th

      Work performed from Sunday through Saturday, a calendar week, is used to determine if overtime is due and will be paid if hours worked during this period exceed 40 hours.  Weeks of the semi-monthly pay period will overlap several different Sunday through Saturday periods.  Overtime compensation earned in a particular work week will be paid on the regular pay day for the period in which such work week ends.
      If pay date falls on a Saturday or Sunday, the paycheck will be issued on the previous Friday.  A complete list of paydays for each payroll type can be found on the Human Resources website.
    5. Faculty and Exempt Staff.  Faculty and exempt staff are exempt from overtime provisions and are paid on the first day of the month for work performed from the 20th of the month to the 19th of the following month. (Example: 5/20-6/19; paid on 7/1)  If a pay date falls on a weekend, the check will be disbursed on the previous Friday.
    6. Automatic Bank Deposit.  ACU's preferred method of compensation payment to employees is by Direct Deposit.  This program allows deposit into one or two accounts, to either or both a checking and/or savings account.  The form for enrollment may be obtained in the Human Resources Office, Administration Building, Room 213 and is available on the HR website.
    7. Employee Vs. Independent Contractor.  This worksheet is to be used by an ACU department or employee to determine whether a worker is most likely an employee or independent contractor. Under the common law test, a worker is an employee if the purchaser of that worker’s service has the right to direct or control the worker, both as to the final results and as to the details of when, where, and how the work is done. Control does not have to be exercised; rather, if the service recipient has the right to control, employment may be shown.

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Policy No. 211   
Responsible Department: Human Resources
Responsible Administrator: Director of Human Resources
Effective Date: October 1, 1995
Review/Updated: November 2011
Date of Scheduled Review: November 2015

OVERTIME: NON-EXEMPT EMPLOYEES

PURPOSE
To provide guidelines to administer overtime pay to comply with applicable federal wage and hour regulations.

SCOPE
This policy applies to non-exempt employees at ACU.

POLICY
Non-exempt activity is customarily performed according to a routine and has a set of standards or rules that does not require the exercise of discretion and independent judgment.  Employees whose positions do not meet the Fair Labor Standards Act exemption tests and who are paid one-and-one half times their regular rate of pay for hours worked in excess of 40 hours in one week are considered non-exempt.  A week is defined as Sunday through Saturday.

ACU's overtime pay policy conforms to overtime provisions of the Federal Fair Labor Standards Act.  Exemption from these provisions will be claimed for an employee only when it can clearly be established that the employee's duties and responsibilities meet the requirements for such exemption. (See Policy No. 110, Exempt/Non-Exempt Employee Status.)

Overtime pay policy for employees includes the following principal elements:

    1. Non-exempt employees will be paid straight time for all hours worked through forty (40) in one week, Sunday through Saturday.
    2. Non-exempt employees will be paid at their regular hourly rate for all hours worked (including those over 40). For any hours that exceed forty (40) in a Sunday through Saturday work week, the employee will receive pay equal to ½ their regular base rate for each hour over forty (40). Only hours actually worked will be used to calculate overtime pay.  Paid time off for holidays, jury duty, vacation, sick leave or any leave of absence will not be considered "hours worked."
    3. Overtime worked by non-exempt employees must be authorized in advance by the department manager.  All time worked must be recorded.

    Compensating time off in lieu of overtime payments will not be granted.  The "banking" of overtime as compensation time is a Federal Labors Standards Act violation for non-profit agencies.  Compensation time cannot be given any time after the employee has already worked forty (40) plus hours in a scheduled work week.  When forty (40) plus hours of work has been completed overtime must be paid.

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Policy No. 212 
January 1, 1994
Reviewed November 2011

NON-EXEMPT EMPLOYEES WORKING IN TWO DEPARTMENTS

PURPOSE
To establish guidelines for non-exempt employees whose full-time equivalency is divided between two departments.

SCOPE
This policy applies to non-exempt employees at ACU.

POLICY
In some cases a non-exempt employee's full-time equivalency may be divided between two departments.  If the employee works more than forty (40) hours in one work week, Sunday through Saturday, the employee will be paid time-and-one-half for hours worked over forty (40).  The department in which the forty-first (41) hours occurs, will be the department charged for the overtime pay.

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Policy No. 213 
January 1, 1994
Reviewed November 2011

ALTERNATIVE WORK SCHEDULES

PURPOSE
To establish guidelines and pay practices to administer alternative work schedules which meet the university's need for 24-hour coverage with a minimum number of employees.

SCOPE
This policy applies to non-exempt employees in any department whose normal hours of operation do not conform to the normal 8 a.m.-5 p.m. workday.

POLICY
To meet university needs, employees in designated jobs will observe work schedules which differ from the university's normal work schedule of five consecutive days per week, eight hours per day. Employees in non-exempt positions will be paid time-and-one-half for hours worked beyond forty (40) in one week, Sunday through Saturday, according to federal law.  For additional guidance regarding the university's overtime pay policies, see Policy No. 110, Exempt/Non-Exempt Employee Status, Policy No. 211, Overtime: Non-Exempt Employees.

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