Wage and Salary Payments Procedure

Section 400, Proc. 475
Related Policy: HRO160 – Termination of Employment
Related Forms: Refer to IRIS Procedures and Forms.
Effective: 5/12/09

Objective:

To give a brief overview of the process for authorizing the payment to staff for their time worked.

Who is affected:

All employees

Procedures:

1. Payroll Processes

a) Payroll

The payroll for the University and Knoxville-Area is managed by the Treasurer’s Office. The treasurer web site is http://treasurer.tennessee.edu. On the web site are HR/Payroll deadlines for entering data in IRIS so that employees will be paid for the hours worked during a pay period. Information and instructions regarding payroll forms and time entry are found on the IRIS Support website, http://iris.tennessee.edu.

b) Questions About Payroll Processes

The director or associate director of the payroll office should be contacted when there are questions concerning the appropriate way to make payroll entries or about particular types of deadlines.

c) Direct Deposit

Generally, wage and salary payments are distributed by direct deposit to the banking institution(s) designated by the employee.

d) Biweekly Payroll

The official payroll distribution for the biweekly payroll is the second Tuesday following the pay period ending date (refer to the HR/Payroll deadlines). The following groups of employees are usually paid on the biweekly payroll: non-exempt employees and UT Student Assistants.

e) Monthly Payroll

he official payroll distribution for the monthly payroll is the last working day of each month. The following groups of employees are paid on the monthly payroll: Exempt employees; faculty; non-exempt flex year employees; graduate students; fellows; medical interns; student interns, resident assistants; and student publications assistants.

f) Terminating Employees

Refer to Policy/Procedure HRO160 – Termination of Employment.

2. Special Pay Practices

Special pay practices include the following: an indication of staffing and turnover problems; specific job class(es) and personnel area or work centers; financial impact analysis with a determination of costs (hours worked, increased salary costs, retirement and FICA); proposed effective date (such as of the beginning of a future biweekly pay period).

These special pay practices are based on departmental needs. The decision to implement special pay practices is made by the department in conjunction with the Human Resources Officer (HRO), the Chief Business Officer (CBO), and the Chief Administrator.

a) Temporary Assignments

Staff who have been designated to perform the duties of a position with a classification evaluated at a higher pay grade for a temporary period of time are eligible for a salary increase for the duration of the assignment, providing the following conditions have been met:

  • The temporary assignment must be a minimum of 30 calendar days;
  • The employee accepting the temporary assignment must assume the majority of the responsibilities of the position;
  • A temporary assignment occurs when an incumbent resigns, retires, or is absent due to illness, reassignment, educational leave, or leave of absence. Temporary assignments will not be approved due to an incumbent taking a vacation regardless of the length of time.

1. The temporary assignment must have a beginning and ending date. The temporary assignment will not exceed 12 months unless there are extenuating circumstances at which point written documentation must be submitted and approved by the appropriate Campus/Institute officials.

2. The staff member receiving the temporary assignment will receive a salary increase beginning on the first day of the assignment and ending on the last day of the assignment. When the assignment is completed, the employee’s salary will revert to his/her former salary, plus any base adjustments and/or across-the-board adjustments that occurred during the temporary assignment.

3. The salary adjustment will either be up to the difference between the pay grade minimum salaries added to the employee’s current salary or the employee’s current salary plus 10%.

4. The staff member’s department must secure HR and the business offices’ approval prior to discussing the assignment with the staff member. Upon approval, the department and staff member must sign a letter of agreement (see example letter). Once signed, letter must be forwarded to HR.

5. During the temporary assignment, the employee’s job classification will not change. The department will process a personnel change e-form to adjust the employee’s salary for the duration of the assignment. (See example below of how the change section on the personnel change e-form should look)

From
Position #
To
Cost Center#
Reason
WBS Element
WType Rate Cost %
08/06/2007 09/30/2007 27 Temporary Duties – Add
20019961 E010148 1HRL 11.21 100.0
10/01/2007 12/21/9999 28 Temporary Duties – Remove
20019961 E010148 1HRL 10.04 100.0

b) On Call Pay

“On call” situations occur when non-exempt employees are required to wear a pager for a week at a time and be immediately available to respond to emergency situations outside their normal working hours. Failure to respond to calls within 15 minutes may be grounds for disciplinary action. Only the “on call” person is eligible for this pay. Not every employee who must carry a pager after hours will be paid “on call” pay.

1. “On call” employees are called in to campus by either the UT Police dispatcher or other designated departmental employee. “On call” pay does not apply to employees who are called by management to respond to an emergency situation to include, but not limited to, an electrical outage, snow removal, or steam line rupture.

2. A schedule of which employee will be “on call” will be created and posted a minimum of four weeks in advance of the scheduled dates. Once posted, this schedule may not be changed without the permission of the supervisor in charge.

3. The employee who is “on call” is guaranteed to receive a minimum of four hours of regular work hours per week even if no calls are received. The “on call” hours will be coded as regular hours worked so that the employee will be credited with at least 44 hours worked for the “on call” week provided they work the full week. In addition, if the hours worked are in excess of 40, they will be calculated at time-and-one-half. Thus, the employee will be paid a minimum of 46 hours for the week if he/she works the full week.

4. The “on call” week will begin at 8:01 a.m. on Monday and end at 8:00 a.m. on the following Monday. It does not match the university’s normal work week due to the necessity to transfer the pager to the next employee on call.

5. Should the “on call” employee be required to come to campus to respond to an emergency or answer a call, he/she will be guaranteed a minimum of four hours’ pay. Should the repair exceed four hours, he/she will be paid for all the time worked.

6. An employee “on call” will receive a maximum of 12 hours of “on call” pay in a 24-hour period. The 24-hour period will coincide with the “on call” week. The first 24-hour “on call” period (“on call” work day) will begin at 8:01 a.m. Monday morning and end at 8:00 a.m. Tuesday morning; the second “on call” work day will begin at 8:01 a.m. Tuesday and end at 8:00 a.m. Wednesday. The remainder of the “on call” days during the “on call” week follows the same pattern. The seventh and final “on call” day during the “on call” weekends at 8:00 a.m. on Monday.

7. Employees who are required to report to campus more than three times during the designated 24-hour “on call” day will receive payment for the actual hours needed to correct the problem. Thus, the fourth, fifth, or sixth or additional call the employee will be paid only for the actual time spent to correct the problem, not guaranteed a minimum of four hours pay.

8. Should the employee receive a call requiring him/her to come to campus within two hours of his/her normal work shift, he/she will clock in and begin his/her work shift. In other words, the employee will not be guaranteed the four hour minimum in this situation. Should the employee work his/her full shift, the hours worked will be eight hours, plus the time he/she reported early.

9. Employees reporting to campus to respond to a call must keep a log of the time worked, the reason for the call, and an accounting of what was done to solve the problem. He/she must also contact the UT Police dispatcher when he/she arrives on campus and when he/she leaves.

10. The time should be recorded through the Time Evaluation System.

c) Shift Differential

Shift differential payment compensates non-exempt regular and term employees paid on biweekly payroll for working evening, night and/or weekend shifts or schedules.

Evening, night, and weekend shifts/schedules are defined as follows:

  • Evening shift (2nd shift) — applies to employees who begin a work schedule between 2 pm and 10 pm
  • Night shift (3rd shift) — applies to employees who begin a work schedule after 10 pm and up to 2 am
  • Weekend shift — applies to employees who are regularly scheduled to work on Saturdays, Sundays, or both

1. Shift differentials are paid only to regular and term full-time and part-time non-exempt employees paid on the biweekly payroll; student employees are ineligible.

2. Shift differentials are paid based on the hours worked, not on the hours scheduled to be worked.

3. Shift differential amounts are assigned based on a flat rate per hour for all hours paid.

4. Shift differentials are established based on the job classification within a personnel sub-area or work center.

5. After the job class and personnel area and/or work centers are approved and established in IRIS for shift differential payment, the recording of time in IRIS for evening, night or weekend shifts determines eligibility for shift differential payment.

6. The time should be recorded through the Time Evaluation System.

3. Additional Pay

Additional pay is compensation for work in support of the university that is not part of the employee’s regular job duties. It is the joint responsibility of the employee and his/her immediate supervisor to ensure the employee is performing regular job duties, and the activities leading to additional pay will no way detract from performance of his/her assigned responsibilities. Below are the guidelines for use.

a) Exempt staff – Before any work in addition to the regular job duties is performed, a request must be completed by the department heads/supervisor and approved by the dean/director. The employee must document the work for additional pay was not performed in his/her regular job and was performed outside his/her normal work schedule OR annual leave was taken. The rate of additional pay for a given service will be negotiated between the employee and the director or department head receiving the service. Additional pay for consulting across departments on sponsored projects may require prior approval from the granting agency.

b) Normally, exempt staff are not allowed to receive additional pay for work performed in their own department of for work performed outside their department, but within the scope of the job duties as documented on the Position Description Questionnaire (PDQ). Any exceptions must be approved in advance by Human Resources.

c) Non-exempt staff – (See Overtime Compensation Policy- HRO445 for non-exempt staff working outside the scope of their normal work duties.)

d) Permissible Activities for additional pay – Activities which may be eligible for additional pay include, but are not limited to:

  • Presenting at institutes, conferences, special programs, and workshops sponsored and administered by a university department, other than the employee’s own;
  • Providing professional services that are not part of regular duties and expectations, such as translating a document from a foreign language, conducting statistical analysis, or performing at a campus event;
  • Teaching credit or non-credit courses through an academic department of Institute for Public Service.

NOTE:

Faculty are covered by their perspective campus/Institute faculty handbook.