Payroll

Policies & Procedures

GENERAL PAYROLL POLICY

Purpose

The purpose of this policy is to pay employees for time worked in an accurate and timely manner, in accordance with applicable federal, state & local laws, and to maintain the required supporting documents and records.

Policy/Guideline

Employees are paid hourly or salary depending on what type of contract/agreement they have with Nashville State Community College and all employees are paid monthly. The workweek is Saturday through Friday. For payroll to be able to pay an employee, payroll must receive a Personnel Action Form (PAF) or an Extra Compensation Form from Human Resources. The different types and how they are paid is explained below.

A. Adjunct Faculty – Fall and spring semester contracts are divided into equal payments depending on the length of the contract and are paid the last day of the month, with the exception of December. Spring and fall semester contracts will receive their first payment at the end of February and September, respectively. For summer semester, if you teach a full 10-week summer session and it crosses fiscal years, your June paycheck will be based on the percentage of the 10-week session that is prior to June 30. The remainder of the contract will be paid in 2 equal payments. For example, for summer 2021, there are 51 days from the date classes start (May 24) until grades are due (August 2). There are 28 days from May 24-June 30; therefore, your June payment would be 55% of your total contract. The remaining 45% would be divided equally between July and August.

B. Temporary Hourly/Student Workers – Once payroll enters the PAF into Banner, you will be able to access your timesheet through MYNSCC. The timesheets are for a calendar month and paid on the 15^th of the following month. For example, time submitted for work done in February will be paid on March 15.

C. Administrative/Professional/Executives – You will be paid at the end of the month for the current month. For example, your March 31 paycheck will be for work done in March.

D. Clerical – You will be paid at the end of the month for the current month. For example, your March 31 paycheck will be for work done in March. If you work overtime that month that is to be paid, you will receive it the following month.

E. Academic Year Faculty – You earn one-half of your salary in the fall and one-half your salary in the spring; however, it is paid over 12 months to maintain your benefits for the summer and where you won’t have a break in service. If you begin after the start of the academic year or leave before the end of the academic year, your salary will be prorated for that semester based on the percentage of days you will be working compared to number of days for working the full semester. For example, if the academic semester starts for faculty on August 12; however, you don’t start until August 24, you would receive 90% of the fall semester’s salary since there are 84 days in the fall semester. Same calculation would apply if you left before a semester ended.

OVERTIME AND COMPENSATORY TIME FOR SUPPORT STAFF

A. General

For all employees on the service salary schedule, all time actually worked at Nashville State in excess of 37.5 hours per week will be compensated. The rate of compensation is 1:1 from 37.5 to 40 hours worked per week. All hours actually worked over 40 in a week are compensated at the rate of 1.5:1. Although holidays count as time worked, annual and sick leave days do not.

Compensatory time will be given as compensation for overtime in lieu of monetary compensation to employees with an annual leave balance of less than 135.0 hours. Employees who have an annual leave balance of more than 135 hours can elect to receive paid overtime.

B. Accrual of Compensatory Time

An employee may accumulate up to 75 hours of compensatory time after which monetary compensation must be paid.

C. Authorization

p>Overtime worked must have the prior approval of the immediate supervisor and the person responsible for the affected budget. The forms must be filed with the Office of Payroll on a monthly basis. The method of compensation must be agreed upon by the employee and the immediate supervisor or appropriate approving authority prior to performance by the employee.

D. Use of Compensatory Time

An employee may request to use compensatory time at any time. However, supervisors will approve the use of the time as it relates to work requirements. Compensatory time must be used prior to using annual leave.

E. Cash Payment

An employee may be paid cash for overtime worked during the appropriate pay cycle. A terminating employee will be paid for accumulated compensatory time at the higher of the employee's final rate of pay or the average regular wage rate received during the last three years of employment with Nashville State.

EMPLOYEE ACCOUNTS RECEIVABLE COLLECTION POLICY

Any debt owed by an employee to the college will be immediately communicated to the Business Office, Accounts Receivable department, via the Employee Debt Notification form.

If a personnel contract is canceled, not fulfilled, or an over payment has occurred, the Human Resources Office should be notified immediately by the department/division head. The Human Resources Office will notify the Payroll and Accounts Receivable offices when necessary. The department /division head may be required to confirm details when a contract cancellation or irregularity leads to an over payment. The payroll office will make adjustments as directed.

In the event that an over payment occurs due to a clerical error in the Human Resources office or the Payroll office, the notification will be sent by the office responsible for the error via email. Further processing will continue as stated above.

The Accounts Receivable Department will place the debt on the books and start collection efforts. The initial collection letter will notify the employee of the debt and provide an opportunity for appeal (if applicable) or an opportunity to establish a repayment schedule. The Notice of Intent to Withhold must be either hand-delivered or sent by registered or certified mail.

Appeals are not applicable to over payments. The period of time in which an employee will be allowed to repay an over payment will be determined by the Vice President of Finance and Administrative Services based on the following:

Amount of over payment.
Time that has elapsed between the over payment and its discovery.
The hardship the repayment might cause the employee based on the employee's salary and expenses.
The culpability of the employee in not reporting the over payment.
Employee longevity and expectation that the employee will remain in state government until the repayment is completed.

If no appeal is filed within fifteen days and no repayment agreement executed, the obligation will be withheld from the employee's paycheck following state garnishment law. The deduction will occur the first available payroll cycle after the expiration of the fifteen (15) day period.

If an appeal was filed and the debt was found to be valid, the amount will be withheld from the employee's payroll check at the next available payroll cycle. If an employee is terminating employment and annual leave balances are sufficient, the employee will need to authorize the deduction of the over payment from the unused leave balance.

If an employee terminates employment prior to repayment without sufficient leave balances to cover the amount due, accounts receivable procedures as stated in TBR Guideline B-010 will be used in pursuing any unpaid obligation.

An accounts receivable check-off list will be used to document the steps taken to recoup the amount owed, the amounts received, and any write-offs.

GARNISHMENTS

All court orders for garnishments on employee's salaries or wages must be sent to the Payroll Manager immediately upon receipt so that timely arrangements can be made to answer them.