All employees of Wheeling Jesuit University will be compensated per the practices delineated within this policy and per the guidelines established by the US Department of Labor according to the Fair Labor Standards Act.
2.2.1 "Fair Labor Standards Act (FLSA)" - The regulation governing who is to be considered Exempt (exempt from compensation at the rate of time plus one half for all hours worked in excess of forty hours in a workweek) and Non-Exempt (must be compensated at the employees regular hourly rate of pay at time plus one half for all hours worked in excess of forty hours in a workweek). The Act also establishes minimum wage requirements and mandatory federal wage deductions.
2.2.2 "Administration" - The University's terminology for employees who are Exempt per the FLSA. Per the FLSA, these positions are executive, administrative, professional and sales as defined by the FLSA.
2.2.3 "Staff" - The University's terminology for employees who are Non-Exempt per the FLSA.
2.2.4 "Overtime" - The common terminology for hours worked in excess of forty in one work week.
2.2.5 "Deductions" - Mandatory withholding from an employees pay check for federal income tax (per the employee's self-completed W-4), social security (FICA) and various state and local taxes.
2.2.6 "Paid Time-Off" - Hours / days when the employee does not report to work but for which the employee is compensated. Reference the University Paid Time Off policy.
2.2.7 "Work Year" - The twelve (12) month base period on which all University policies and paid time off are calculated.
2.2.8 "Work Week" - The seven (7) day base period on which both FLSA compliance and University payroll are calculated.
2.2.9 "Work Day" - The twenty-four (24) hour period on which the University's standard eight (8) hour workday is calculated.
2.3 Work Year
2.3.1 The official University fiscal year begins on July 1st and concludes the following June 30th (twelve months later) and the work year for Administration (Exempt) and Staff (Non-Exempt) employees coincides with the fiscal year.
2.3.2 University employees are scheduled to work twelve (12), eleven (11), ten (10), or nine (9) months in the work year depending upon their position within the University.
2.3.3 The work year is used to schedule holidays and calculate maximum University-provided paid time-off benefit accruals (vacation, sick and personal days) as well as legally mandated time-off (USERRA) which may be unpaid in whole or in part. Part-time employees may be given prorated amounts of paid time-off depending upon their position, work year or duration of the assignment.
2.3.4 FMLA is also calculated on a twelve (12) month period "looking forward" and does not correspond to the University work year but is based upon the first date the employee takes FMLA leave.
2.4 Work Week
2.4.1 The official University work week as defined for all employees begins at 12:01 a.m. Saturday and concludes at midnight the following Friday (seven days later).
2.4.2 Employees are regularly scheduled to work five (5) days within the workweek with the following exceptions: 1.) part-time positions that may be designated to work less than five (5) days; and, 2.) select positions or departments that may be designated to work alternative schedules with varying numbers of days per work week due to variable or seasonal work requirements.
2.4.3 The University reserves the right to adjust an employee's work schedule to remain within the standard forty (40) hour workweek and may, from time to time, allow the employee to voluntarily adjust the work schedule by providing a summer "compressed work week" schedule subject to pre-approval by the employee's immediate supervisor. Employees may request a short term adjustment in their work week schedule to accommodate a personal emergency. Such requests must be approved by the employee's supervisor, Human Resources, and the president or his designee.
2.5 Work Day
2.5.1 The official University work day begins at 12:01 a.m. and concludes at midnight (twenty-four hours later).
2.5.2 Employees are regularly scheduled to work eight and one half (8.5) hours or eight (8) hours, inclusive of breaks and lunch, within the official University work day with the following exceptions: 1.) Part-time positions that may be designated to work less than eight (8) hours per work day; and 2.) Select positions or departments where the work day schedule is dictated by external events or customer service requirements. In those instances employees may work either more than or less than eight (8) hours per day; the schedule will be adjusted per 2.4 above to accommodate those exceptions within the predefined work week.
2.5.3 The standard work day for University employees begins at 8:30 a.m. and concludes at 5:00 p.m. (8.5 hours total) inclusive of the combination of thirty (30) minutes paid plus thirty (30) minutes unpaid lunch; the standard work day correlates with the University's hours of operation.
2.5.4 Certain departments which are on a 24/7 schedule may work an eight (8) hour standard workday.
2.5.5 Individual departments may allow employees to flex their starting / stopping times up to thirty (30) minutes either way by starting their day earlier or ending their day later provided the employee is on campus for the hours mandated by his/her position. Such schedules must be requested in writing (see 4.0 ATTACHMENTS) and pre-approved by the employee's supervisor, the department manager, Human Resources, and the vice president responsible for the department's performance. In such instances, however, the department manager must ensure that the department is covered during all hours of the standard work day and University operations. Approval is at the sole discretion of the University and may be withdrawn at any time.
2.5.6 To facilitate the requirements of sections 2.4 and 2.5 above as well as the FLSA, the University may require specific departments (example: Admissions) to maintain a continuous flex schedule with variable hours in the work day and variable days in the work week. The department supervisor will be responsible for coordinating this variable schedule with his/ her direct reports. The President will designate in writing those departments which are permitted or required to implement this schedule and Human Resources will assist the department supervisor in implementing proper time keeping practices.
2.5.7The University reserves the right to adjust an employee's work schedule and may, from time to time, allow the employee to voluntarily adjust the work schedule by providing a summer "flex work schedule" subject to pre-approval by the employee's immediate supervisor.
2.6 Recording Time
Staff employees, as non-exempt employees, and per FLSA guidelines, are to maintain and submit, for the supervisor's approval at the conclusion of the pay period, a daily and weekly time sheet noting all days and hours worked, start / stop times, lunch / break times and times in excess of or less than the prescribed daily work schedule. All days and hours scheduled but taken off must be noted including the reason the days and hours were taken off. Time sheets may be kept electronically. Administrative employees are required to notify Human Resources, via form or electronic time keeping system, of all days worked and days taken as paid timeoff for the purposes of record keeping (vacation, personal, sick, etc.).
By combining 2.4 and 2.5 above, full-time employees are generally provided a forty (40) hour work week; however, there is no guarantee of forty (40) hours per week. Staff employees must be compensated at their regular hourly rate of pay plus an additional one-half hour of pay at their regular hourly rate of pay (time plus one-half) for all hours worked in excess of forty (40) in the same work week. The University does not provide overtime benefits for hours worked in excess of eight (8) in any one workday except as such hours are counted toward the hours in excess of forty (40) in that workweek. There is no premium pay for hours worked on Saturday or Sunday except as such hours are counted toward the hours worked in excess of forty (40) in that workweek. Paid time-off counts toward hours-worked in the workweek and subsequent overtime calculations. All hours worked in excess of forty (40) in a workweek must be pre-approved by the direct supervisor. "Off the clock" work, or work rendered by staff / non-exempt employees with no expectation of pay, is strictly prohibited.
2.8 Holiday Pay
2.8.1 Benefits-eligible staff employees who are assigned to work a scheduled holiday will receive their holiday pay equivalent to hours worked on their regularly scheduled workday (generally eight (8) hours of pay) in addition to their regular hourly compensation for all hours actually worked on the holiday.
2.8.2 Departments may allow employees to "bank" the holiday worked and use it as paid time-off at a later date in the work year. "Bank days" must be used before the conclusion of the work year and cannot be carried over. Employee's who "bank" the day will get paid for hours actually worked on the holiday but apply the holiday pay toward the "bank" day used later in the year. Such "bank days", if unused, will not be paid-out upon termination.
2.9 Docking Pay
Employees who are off for personal reasons and cannot cover such time off with either University provided paid time-off benefits or per the uncompensated time-off policy, or who are issued unpaid time-off as a consequence of corrective action, will have such hours deducted from their pay during the corresponding pay period. "Docking pay" is not to be used as a benefit to provide additional time off work and is not to be used in lieu of University provided paid or unpaid time off benefits or after such benefits are exhausted.
2.10 Pay Periods
Pay periods for staff employees cover two (2) consecutive work weeks. Staff employees are paid every other Friday for work completed in the preceding two (2) work weeks for a total of twenty-six (26) pays in any one (1) calendar year. Administration is paid bi-monthly, on the fifteenth (15th) and the last day of the month, for a total of twenty-four pays in any one (1) fiscal year period. Employees may receive their pay check electronically by contacting the Payroll Department.
2.11 Lunch and Break Periods
All employees are to take, at minimum, a thirty (30) minute unpaid lunch period. Employees may be scheduled for either a sixty (60) minute half paid / half unpaid, lunch period or a thirty (30) minute unpaid lunch period with two (2) fifteen (15) minute paid breaks (the first half way between the start time and lunch, the other in the afternoon halfway between lunch and the scheduled stopping time at the end of the workday). Employees may elect to adjust their lunch / breaks with the pre-approval of the supervisor and in accordance with flex scheduling guidelines outlined in 2.5 above.