Salary Administration & Compensation (Chapter 300)
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Pay Procedures (Section 300)
Non-Exempt/Administrative Support Staff
Non-exempt employees are paid biweekly for the hours worked the previous two weeks. The college payroll week runs from Sunday through Saturday; pay checks for non-exempt staff are issued every other Friday for work performed through the previous Saturday.
Employees who are in positions classified as temporary are paid for hours worked in the preceding two weeks based on vouchers submitted by the department to the Payroll Office.
Exempt employees are paid biweekly for the hours worked the previous two weeks. The college payroll week runs from Sunday through Saturday; pay checks for exempt staff are issued every other Friday for work performed through the previous Saturday. Exempt staff in regular or limited-term positions generally are paid a fixed salary based on a salary letter issued by the Office of Human Resources or the Dean of the Faculty's Office. If you work less than a 12-month schedule, you will generally receive your annual salary in 26 equal installments. However, in these instances, the July and August checks are a salary advance that will be earned beginning in September.
A new exempt/administrative staff member who begins employment on any day other than the first day of the fiscal year will receive salary prorated based on the percentage of time worked in that fiscal year.
Direct Deposit Authorization Forms are located on the Controller's Office website, at www.smith.edu/controller/Forms.php. Direct deposit of payroll funds is required for all employees. On pay day, your pay will be direct deposited to the financial institution(s) you designate. The Payroll Office will notify employees via their Smith email address when their funds will be available at their financial institution and that the pay stub is available for viewing or printing on BannerWeb. Procedures for how to view your pay stub on BannerWeb are posted on the Controller's Office Website www.smith.edu/controller/payroll.php.
Several mandatory deductions are made automatically from your paycheck. These include federal and state income taxes and social security taxes. Optional deductions, such as health and dental insurance, other benefits, and contributions to the United Way, may also be made. Payroll deductions are made in equal installments from each of your pay checks.
Information on Your Paycheck
Your paycheck stub provides detailed information about pay and deductions. The accuracy of the information on your pay stub is a shared responsibility between you and the college. The college performs regular audits and continuously works to update systems to prevent errors; however, errors do sometimes occur. Employees are encouraged to review their pay stubs upon receipt. If you notice an error or discrepancy, you must report it as soon as possible to the appropriate office.
If you find yourself in a temporary financial crisis, a reasonable request for a salary advance will be considered if funds to meet the emergency are unavailable from conventional sources (credit union, bank, etc.). Salary advances will be repaid in the next payroll cycle immediately following the advance payment. Requests for salary advances should be directed to the Controller.
Vacation Salary Advances (Administrative Support Staff): Non-exempt employees may request advance vacation pay by submitting a Request for Vacation Advance form to the Payroll Office. This form is available on the Controller's Office web site. Vacation advances are subject to the following conditions:
- You must plan to be on vacation for at least one week.
- You must submit a separate request form for each absence (i.e., non-consecutive vacation weeks throughout the summer may not be covered by one form).
- The Payroll Office must receive your request form at least one week prior to the requested pay date (i.e., by the Friday before the Friday you expect payment).
- Salary advances will be an estimate of your normal net pay for the week(s) you will be on vacation and will be issued separate from your paycheck.
- If you receive advance vacation pay, you must take the scheduled vacation time. Time sheets must be submitted for all vacation weeks.
Questions about vacation salary advances should be directed to the Payroll Office.
Garnishment or Attachment of Salary
When served with an income execution, wage assignment, family court support order, or federal tax levy against an employee, the college is required by law to make deductions from the individual's pay until the debt is paid. Questions should be referred to the Payroll Office.