Pay Policies and Procedures
- Fair Labor Standards Act
- Pay Frequency and Time Reporting
- Direct Deposit of Paychecks
- Payment When Working a Holiday
- Payment When Working Overtime
- Pay Policy During a Closing, Delay or Early Release
- Payment When Attending On-Campus Workshops and Seminars
- Compensatory Time
- Deductions from Exempt Employees' Salary
- Additional Compensation for Exempt Employees
- Deductions for Monies Owed the University
- Optional Payroll Deductions
Washington and Lee is committed to compliance with all terms of the Fair Labor Standards Act (also known as the Federal Wage and Hour Law), including the payment of minimum wages and overtime pay. This law and its implementing regulations establish the criteria for determining which positions are non-exempt (eligible to receive overtime pay), and which are exempt (not eligible to receive overtime pay). Human Resources is responsible for overseeing compliance with such laws, including the determination of exempt and non-exempt status. Please contact Human Resources with questions concerning exempt and non-exempt status of positions.
Exempt Staff Positions
Exempt staff positions are those that are exempt from certain provisions of the FLSA and are not entitled to overtime pay. These positions generally include administrators, managers and professionals (including faculty). Staff members in exempt positions receive a fixed salary, which is paid on a monthly basis. The work of exempt staff is evaluated and compensated on outcomes accomplished. Exempt employees are expected to work all hours necessary to complete their assignments.
Non-exempt (Hourly) Staff Positions
For staff positions that the law defines as non-exempt, the University is required to keep hourly time records and to calculate pay on an hourly basis. Such positions are entitled to overtime pay at 1.5 times the employee's regular pay rate for all hours beyond 40 in a work week. (Hours worked between 35 hours to 40 hours will be paid at the regular rate.) Paid-time-off hours count toward the 40-hour threshold for overtime eligibility.
Exempt employees are paid monthly on the last banking day of the month. Non-exempt employees are paid biweekly on alternate Fridays. There are a few exceptions and they are noted on the payroll schedule posted on the Business Office website.
Non-exempt employees are required to record all hours worked for each biweekly pay period on a time sheet using the online recording software WebAdvisor. Time sheets must be approved by the supervisor (who should ensure the accuracy of the information) and submitted to Payroll by Monday noon of the pay week. Time sheets must accurately document hours worked.
Exempt, non-faculty employees should record absences using WebAdvisor. Failure to record time off appropriately may result in non-payment of accrued CTO on separation of employment.
Employees are strongly encouraged to have their paychecks directly deposited. Direct deposit can be made to multiple accounts in most any U.S. bank, credit union and/or savings and loan.
Benefit-eligible persons in non-exempt positions who work a holiday have a choice, in addition to regular pay, of time-and-one-half pay or time off at a time-and-one-half rate for hours worked, to be taken within the same pay period. Based on staffing needs, a department may require pay rather than time off. Part-time and casual non-exempt employees who work on a holiday will receive time-and-one-half pay. Exempt employees who are required by their supervisor to work on a holiday may take another day off during that calendar year.
All employees may be asked to work extra hours as needed. Overtime assignments will be distributed as equitably as practicable to all non-exempt employees qualified to perform the required work. Non-exempt employees will receive time-and-one-half the regular rate of pay for hours worked over 40 hours per week. All non-exempt employees must receive approval from their supervisors prior to working any hours beyond a regular work week. Non-exempt employees who work overtime without receiving prior authorization will be paid for those hours worked but may be subject to disciplinary action.
In the event of inclement weather and the delay or closing of the University or early release of employees, the following provisions apply with regard to reporting to work and compensation.
Employees who report for work after the delayed opening or who leave after an official early release will be paid straight time for time worked and for their regularly scheduled hours for the time that the University was delayed or after an early release.
Non-essential employees who are not asked to report as outlined above will receive no additional compensation if they choose to work when the University has been delayed, closed or if there is an early release.
Employees who do not report to work as scheduled when there is a delay or early release will need to charge the full day to CTO (or SLR if the absence is due to illness). Employees who leave work early without an official closing or early release will need to charge that time to CTO. Alternatively, they can make up the time within the same pay period (with supervisor's approval) or not be paid for the day.
Because of the essential nature of their work, Student Health Center nurses, specified employees in Facilities Management and employees (including casual employees) in Public Safety and Dining Services, are expected to report to work as close to schedule as possible or to continue to work their regular schedule, even when the University is closed, unless they are specifically instructed otherwise.
Non-Exempt Essential Employees
The following pay provisions apply to non-exempt essential employees:
- If the University closes, essential employees who work between 12 AM until 12 PM on the day of closing will be eligible for compensation for hours worked at a rate of double-time.
- If there is a delayed opening, essential employees who work from 12 AM until the delayed opening of the University will be eligible for compensation for hours worked at a rate of double-time.
- If there is an early closing or release, essential employees who work from the time of early closing or release until 12 AM will be eligible for compensation for hours worked at a rate of double-time.
A number of on-campus workshops and seminars are offered to employees by Human Resources and other departments. Managers are encouraged to support employee attendance at these programs - many of which are intended to help the individual achieve personal or professional goals or help the department achieve its goals. Many sessions, including some of the Life Happens! sessions are beneficial more on a personal or work/life level; however managers may still want to encourage attendance at these programs as the information presented may be helpful to employees managing personal issues and could result in increased productivity and improved employee morale. Employees will normally be compensated for attendance at sessions that occur during their regular work hours.
With supervisory approval, employees may be compensated for attendance at workshops and seminars that are held when they are not scheduled to work. In such instances, the employee's work schedule for the week might be adjusted so that they not work more than their regularly scheduled hours.
Compensatory time (comp time) is not permitted. This is the practice of saving or holding extra hours worked beyond the same pay period to be exchanged for time off or paid at a later time, to avoid payment of overtime. All hours worked must be reported in the period they are worked and will be paid on the standard biweekly pay cycle. With supervisory approval, adjustments may be made to an employee's weekly work schedule to accommodate the need for time off and/or to make up hours missed.
The University is committed to complying with the Fair Labor Standards Act, which limits deductions that can be made from the salary of exempt employees other than authorized deductions and mandatory federal and state payroll deductions. Exempt employees are paid on a salary basis, and may not have their pay reduced for variations in the quantity or quality of work performed. Employees who believe their pay has been improperly reduced should contact the executive director of Human Resources.
Exempt employees routinely receive their full salary for any week in which they perform any work, without regard to the number of days or hours worked. Deductions from the pay of exempt employees are permissible in the following circumstances:
- Absences of one or more full days for personal reasons when the employee has exhausted all available paid time off or the employee has requested leave without pay. Partial days must be paid.
- Absences of one or more full days due to sickness or disability when the employee has exhausted all paid leave benefits. Partial days must be paid.
- Unpaid disciplinary suspensions of one or more full days in accordance with University policies.
- Deductions for unpaid leave taken in accordance with a legitimate absence under the Family Medical Leave Act.
- Deductions for the first and last week of employment, when only part of the week is worked by the employee.
Occasionally, full-time exempt staff may be asked to serve in a capacity outside their normal work environment. Examples of such assignments include, but are not limited to, teaching a class, presenting workshops, consulting, serving on various committees, and/or performing duties for other University departments. Normally these assignments are to be considered part of exempt employment for which the employee is already compensated. Therefore, exempt staff will not receive additional compensation for performing such duties even when such duties are conducted during the employee's own time or outside of normal business hours. Exceptions to this policy must be approved by the Executive Director of Human Resources before the work is performed.
From time to time, employees may wish to charge items to their employee accounts. Such items may include, but are not limited to, charges made through the University card system for on-campus purchases, telecommunications-system charges, catering system charges, fines, or charges for rents or tuition. Because employee accounts are not revolving accounts, employees wishing to make charges to their accounts will need to sign a written consent, available in the Business Office, voluntarily authorizing Washington and Lee University to deduct from wages/salary any amounts that become past due and owing during employment with the University. The University charges for past-due accounts interest of 18% per annum (1.5% per month).
- Charitable Contributions to Washington and Lee University
- United Way-To assist employees in contributing to worthwhile endeavors in the community, the University will, if desired, process an employee's United Way contributions through payroll deduction.
- Deductions for Voluntary Benefit Programs