Policy Approval Authority | President |
Responsible University Office | Human Resource Services |
Responsible Officer(s) | Chief Human Resources Officer |
Contact Person | John Acardo |
Primary Audience |
Faculty
Staff Student |
Status | Active |
Last Review Date | 04-01-2017 |
Policy Category/Categories |
Human Resources / Employment
|
All employees are paid on a semi-monthly basis with pay periods from the 1st - 15th and the 16th to the last day of the month. Paydays are the 15th and last day of each month except when those days fall on either a Saturday, Sunday, or Banking Holiday. In that event payday will be on the last university business day preceding the normal payday.
Payroll checks and direct deposits of pay will not be released until the scheduled payday for each pay period.
All timesheets not properly completed may not be processed until the next payroll.
Any unemployment correspondence received by any university department should be forwarded as soon as possible to Payroll. The university has ten working days to reply to the Unemployment Compensation office. It is university policy to challenge all unwarranted benefit claims.
Upon receipt of a claims application form, Payroll will complete the information requested from HRS computer files and consult the employee’s file folder if they are not a student employee. Consultation with the Employment Services area may be required.
Eligible non-exempt Civil Service, Supportive Professional Staff (SPS), and Graduate Assistants and student workers are paid overtime at the rate of time and one-half whenever they work in excess of 7.5 hours in a day or 37.5 hours in a week. The supervisor should approve any overtime prior to it being worked by the employee.
Note: Students are prohibited from working overtime. Non-exempt Civil Service employees may receive time and one-half or double time depending on contract coverage. Student employment will require documentation on any student being paid overtime, indicating the emergency reason that necessitated the overtime.
Note: Some Civil Service personnel under negotiated contracts must work in excess of 8 hours per day in order to be eligible for overtime pay.
An hourly paid employee in a status position (Supportive Professional Staff or Civil Service) is eligible for compensating time off in lieu of overtime payment at the rate of time and one-half for all time in excess of 7.5 hours per day or in excess of 8.0 hours in a day for those who work the 8 hour days, with mutual agreement of supervisor. The maximum amount of compensating time accrued may not exceed the equivalent of 120 hours (16 workdays) for those on a 37.5-hour work week or 120 hours (16 workdays) for those on a 40-hour work week. The employee will then note the use of compensatory time on the timesheet when applicable.
Employees who leave the university with accrued compensatory time will be paid in their last paycheck as is done with vacation pay. Such payments will be based on the employee’s earning rate as of the time of separation, or the average of the last three years, whichever is greater.
Salaried Employee Benefit Usage Reports are to be completed and returned to the supervisor at the completion of the pay period. The department time keeper will then report the usage via the payroll summary to payroll by the applicable payroll deadline.
Non-worked time other than vacation and sick leave is reported as follows:
No person’s names may be placed on a payroll without proper authorization on file with Human Resource Services. This includes faculty, supportive professional staff, civil service employees, extra help, student employees, and graduate assistantships.
Note: Employees should not begin working until authorization has been received from Human Resource Services.
An employee may authorize the withholding of a portion of their salary for the purpose specified in the State Salary and Annuity Withholding Act, (III. Rev. Stat. Ch. 127, secs. 351-60). In accordance with the provisions of said Act, no portion of an employee’s salary may be withheld to pay premiums on life or accident and health insurance policies issued by one insurance company unless a minimum of 100 university employees insured by such company have authorized such withholding. Withholding from salaries for other purposes authorized by the Act shall be governed by the regulations of the Board of Trustees. All withholding authorizations must be on forms prescribed by the university and must conform to all of the requirements of the State Salary and Annuity Withholding Act.
The following rules would apply:Currently, deductions are authorized for group insurance, group medical, term life, dental insurance, savings bonds, union dues, credit union, charity, dependent care, medical care, NIU Foundation, and NIU Athletic Association.
This coverage has a fixed premium to be deducted each pay period. The State of Illinois pays a portion of this premium. The premium varies according to the marital status, number, and ages of the participants. Additional information and the necessary forms are available in the Insurance and Employee Benefits Office.
Any information concerning union dues, deductions, policies, or procedures should be addressed to the local chapter president or union steward.
Various charity deductions are available. Employees interested in payroll deduction can utilize the Start - Stop Payroll Deduction Authorization Form available at Human Resource Services.
Arrangements for credit union deductions should be made at the Credit Union Office.
Employees may pay membership fees to campus exercise programs via payroll deduction. Contact the Office of Campus Recreation.
Campus parking permit fees paid via payroll deduction are pre-tax and not included in taxable gross on the W-2 statement. Contact the Campus Parking Office for details.
Employees may receive a discount for membership and have the fee paid via payroll deduction. Contact the Kishwaukee Family YMCA for information at 815-756-9577.
The State of Illinois and the Board of Trustees authorize several different investment companies for payroll salary reduction. By having salary reduction, an individual’s taxes are calculated on the gross dollars less the annuity amount. Also, the gross dollars earned on the employee’s W-2 form are the gross dollars earned less the annuity amount, or the taxable gross.
Policy Library
815-753-5560
policy-library@niu.edu
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