Seattle University
Human Resources Policy Manual

4. Compensation Policies

4.1 Work Week Definition

A workweek is 12:00 a.m. Sunday through 11:59 p.m. Saturday.

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4.2 Pay Period and Time Reporting for Exempt Employees

Exempt employees report absences such as sick leave, vacation, or other absences, including time without pay on an exception basis to their department head or area Vice President. The department head or area Vice President verifies and signs the time report and forwards it to the Payroll Office in accordance with the procedure the Payroll Office establishes from time to time.

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4.3 Pay Period and Time Sheets for Non-exempt Employees

To ensure compliance with applicable laws, non-exempt employees must keep a record of all hours worked and any sick leave, vacation, or other absences, including time without pay. Non-exempt employees are paid once a month (except those on a forty (40) hour work week, those in collective bargaining units and temporary employees who are paid twice a month). Both the employee and her supervisor sign the time sheet, which is then submitted to the Payroll Office. The Payroll Office determines the days of the month on which the time sheets are due.

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4.4 Payroll Advances

Employees with financial hardship, or whose paycheck would be issued during a scheduled vacation, can occasionally request an advance on their paycheck. The employee is eligible to request an advance equal only to the actual number of days worked in the current pay period. Payroll advances are limited to two times per year. Forms are available in HR.

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4.5 Overtime Pay

Overtime pay is applicable only to non-exempt employees. A full-time non-exempt employee normally works thirty-seven and a half (37.5) hours per week (seven and a half (7.5) hours per day). In accordance with the requirements of federal and state wage and hour laws, non-exempt employees are paid one and a half (1.5) times the regular hourly rate for hours actually worked in excess of forty (40) hours per work week (straight time is given for the hours beyond thirty-seven and a half (37.5) and up forty (40) hours).

The supervisor determines the need for extra hours or overtime. The supervisor must authorize overtime and/or changes to an employee's regular schedule in advance and in writing. Questions about overtime guidelines should be directed to HR.

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4.6 Employee Compensatory Time

Compensatory time applies only to non-exempt employees. An employee may request of his supervisor, in writing, compensatory time off for the hours an employee works in excess of their normal work week. For employees working a 37.5-hour work week, compensatory time is calculated at the employee's normal hourly rate from 37.5 to 40 hours and one and a half (1.5) times the hourly rate for the number of hours worked that exceed 40 hours. For employees working a 40 hour work week, all hours in excess of 40 will be calculated at one and a half (1.5) times the employee's hourly rate. Employees cannot be required to take compensatory time in lieu of being paid for hours exceeding their normal work week. Compensatory time cannot be carried forward or accumulated beyond the pay period in which the overtime was worked.

4.7 Holiday Premium

Holiday premium pay is applicable only to non-exempt employees. Holidays are rarely worked at the University with the exception of essential services. Any non-exempt employee accepting a request to work on an observed holiday receives a holiday premium. There are two options for the holiday premium: (1) an employee may receive premium pay at one and a half (1.5) times the regular hourly rate for working a holiday and, therefore, may not receive a paid day off on another day; or (2) the employee may be paid straight time for the holiday worked and receive a paid day off on another day within that fiscal year as pre-arranged and pre-approved with the supervisor.

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4.8 Classifying New Positions

Once there is budget approval for a new position, HR works with the department head or his designee to determine the appropriate job classification and job title.

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4.9 Job Classification

Positions at the University are assigned to job classifications based on scope of responsibilities, market comparability, and other significant job factors. Job responsibilities and other job factors are described in the position description. The University maintains written position descriptions that are periodically updated as duties and responsibilities change. The position descriptions are available for review on a request basis.

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4.10 Reclassifying Existing Staff Positions

If an employee's job responsibilities have increased or decreased significantly, HR will work with the department head or her designee to determine whether a reclassification is warranted and, if so, the appropriate new classification. Requests for classification review are submitted by the department head to the area Vice President or Provost and then to HR.

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4.11 Reclassification/Rate of Compensation

If an existing staff position is reclassified, the HR will inform affected employees of any changes in the rate or method of compensation.

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Overtime Pay - Federal and State Wage and Hour Laws:

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Last modified on Monday, September 10, 2012