3.4.3 - Wage Payment and Time Reporting

Last updated on March 30, 2023

POLICY:  In compliance with the Federal Minimum Wage Act, Illinois Minimum Wage Act (820 ILCS 105/1), the Equal Pay Act (820 ILCS 112/1-90), and the Illinois Wage Payment and Collection Act (820 ILCS 115/1) the College has established procedures for the payment of wages to employees.

SCOPE:

This policy applies to all Spoon River College employees receiving compensation through the College’s payroll system.

DEFINITIONS:

Time Worked:  Time worked includes all time that an employee is required to be physically at work.  Time worked is used to determine overtime pay required for non-exempt employees.

Time Not Worked:  Per the Fair Labor Standards Act (FLSA), the College does not count the following provisions as time worked:

Meal Time:  Non-exempt employees are allowed a minimum of one half hour unpaid meal period for every 6 ½ consecutive hours worked.  Meals are counted as time not worked.

Break Time:  Non-exempt employees are allowed a 15-minute break for every three ½ consecutive hours worked.  Breaks are counted as time worked.

Workday:  The workday is defined as hours of authorized work.  A workday is generally between 8:00 a.m. and 3:30 pm.  Employees may also be assigned to alternative schedules.

Workweek:  Seven consecutive days beginning at 12:01 a.m. on Saturday and ending at midnight on the following Friday.

Overtime: Hours worked by a non-exempt employee in excess of 40 hours in a workweek.  Overtime should be approved in advance (except in the case of an emergency); if not, an employee is not authorized to work the overtime.

Exempt:  Refers to employees who are considered exempt from the minimum wage and overtime provisions per The Fair Labor Standards Act.  Normally these employees are executives, professionals, outside sales employees, or certain administrators who are not paid on a per hour basis.

Non-exempt:  Refers to employees who are subject to the minimum wage and overtime provisions per The Fair Labor Standards Act, and are normally paid on a per hour basis.

DETAILS:

  1. Spoon River College employees are paid no less than the current Federal or Illinois State minimum wage (whichever is more).
  2. Spoon River College employees are paid on a biweekly basis (every other Thursday).
  3. When a pay date falls on an observed holiday, the official pay date will be the prior business day.
  4. The normal pay period runs from Saturday through Friday (14 days). Individuals paid on an hourly basis should complete an electronic timecard using the Procedures outlined below.  Employees are provided standard maximum weekly work hours at hire.  Working outside standard weekly work hours requires advanced supervisory approval.  Unauthorized work hours may result in disciplinary action.
  5. Direct deposit stubs are distributed via the individual employee’s ADP account.
  6. Altering, falsifying, or tampering with absence records or timecards may result in disciplinary action, up to and including termination of employment.
  7. Annual Salary Increases:
    1. Bargaining unit employees receive annual salary increases as negotiated per the applicable collective bargaining unit agreement. Please refer to the applicable bargaining unit agreement for additional information.
    2. Non-bargaining unit employees receive annual salary increase as approved by the Spoon River College Board of Trustees. Any employee hired in the 4th quarter of the fiscal year (April – June) is not eligible for an annual salary increase for the upcoming fiscal year.  (Example:  If an employee is hired on or after April 1 the employee is not eligible for an annual salary increase that may be effective July 1).
  8. Final Compensation:
    1. Upon termination, final compensation is paid on next regularly scheduled pay period.
    2. The College will pay all earned, but unused vacation time in the employee’s final pay.
    3. The College will pay all earned, but unused paid time off (PTO) time in the employee’s final pay.
    4. The College will credit all earned, but unused personal days to sick time.
    5. The College will credit a maximum of 360 days of earned, but unused sick time to the State University Retirement System (SURS) for service credit.
    6. All legal payroll deductions will be deducted from final compensation. Other deductions may be made with the express written consent of the terminating employee at the time the deduction is made.
    7. Employee may access electronic direct deposit stub via his/her ADP account.
  9. Non-Exempt or Hourly Paid Employee Responsibilities:
    1. Accurately record the daily work begin and end times, the beginning and ending times of meal periods, and record of hours worked on the electronic timecard.
    2. Record the beginning and ending time of any split shift or departure from work.
    3. Maintain an accurate record of absences from work schedules.
    4. Obtain approval for any overtime in advance of working the overtime.
    5. Submit electronic timecard for supervisor approval by the timecard submission due date/time.
    6. In the event of an error in reporting time, immediately report the problem to the Human Resources Office.
  10. Exempt Employee Responsibilities:
    1. Maintain an accurate record of time off on the electronic timecard.
    2. Submit electronic timecard for supervisor approval by the timecard submission due date/time.
    3. In the event of an error in reporting time off, immediately report the problem to the Human Resources Office.
  11. Supervisor Responsibilities:
    1. Ensure that all employees maintain accurate time records.
    2. Provide approval for overtime.
    3. Approval of time records and submission to the Human Resources Office on time.
    4. Make alternative arrangements for timecard processing when absent.
  12. Human Resources Office Responsibilities:
    1. Ensure that all employees are paid earned wages/salaries on appropriate dates in accordance with federal and state regulations.
    2. Forward all time and labor charges to the allocation journals to the Business Office.

PROCEDURE(S):

  1. Employee submits completed electronic timecard to the immediate supervisor by 3:30 p.m. on the last Friday of the pay period.
  2. Immediate supervisor reviews for accuracy submits timecards to the Human Resources Office by 12:00 noon on Monday following the timecard submission deadline in step 1 above. Early deadlines may be required during a holiday.
  3. Receipt of late or incomplete timecards may result in a delayed pay check.