It is Kenyon College's desire to pay wages and salaries that are competitive with other employers in the marketplace in a way that will be motivational, fair and equitable, variable with individual and college wide performance and in compliance with all applicable statutory requirements.
You are employed by Kenyon College and will be carried directly on our payroll. No person may be paid directly out of petty cash or any other such fund for work performed. The only exception to this policy is where a contract relationship exists with a bona fide independent contractor.
Kenyon College applies the same principles of fairness and external comparability to all employees, regardless of age, ancestry, national or ethnic origin, organizational level, race, religion, sex, sexual orientation or disability that does not prohibit performance of essential job functions.
Through a process called position classification, work is evaluated by the complexity of major duties and responsibilities, the internal and external relationships, the impact of decision-making, supervisory responsibilities (if any) and the education, experience and skills required. When these items are evaluated the position is assigned to classification levels one through five. Positions are classified based upon the generic position level descriptions for each of the primary job families as follows: Office and Administrative Assistant, Library Assistant and Accounting/Financial Assistant. There are a very small number of nonexempt jobs that do not fit in the categories listed above and are unclassified. You may view the position level descriptions and the list of where each nonexempt position is classified here: Salary Ranges, Position Classifications and Descriptions
Effective July 1, 2005, the salary increase program for all staff members who are performing successfully consists of:
•1. Annual Market increase: In recent years, the market increase might have been from 1.5% to 2%.
•2. Annual progression increase: In addition to market increases that are a percent of the staff member's salary, staff members will receive annual progression increases that are the same dollar amount for all staff members in the same salary grade. That amount is a percent of the grade minimum.
Examples of how the combination of market and progression salary increases would work:
Assuming the market increase is 1.5% of salary, progression increases are 2% of the minimum, and the salary grade minimum is $10.00:
A staff member whose hourly rate is $12.00 an hour would receive a market increase of $.18 (1.5% times $12.00) plus a progression increase of $.20 (2% times $10.00) for a total increase of $.38 ($691.60 annually) or 3.2% of the staff member's salary.
A staff members whose hourly rate is $14.00 an hour would receive a market increase of $.21 (1.5% times $14.00) plus a progression increase of $.20 (2% times $10.00) for a total increase of $.41 ($746.20 annually) or 2.9% of the wage rate.
As these examples illustrate, under this formula a shorter service staff member would receive a higher percentage but a lower dollar salary increase than a longer service staff member. This is a compromise between a flat dollar or a flat percent increase, and results in a more equitable distribution of the available salary pool and in all staff members in the same salary grade moving through the salary range at the same rate.
New nonexempt hires at Kenyon will always start at the salary grade minimum for the range in which the position is classified.
Federal wage and hour guidelines do not allow comp time for those employees who are classified as non-exempt (non-exempt means those who receive overtime pay when working over 40 hours per week. See “Employment Classifications” in this Handbook for further explanation.) For instance, when occasional evening or weekend work is required, it is intended, when possible, to adjust work schedules so that employees can take an equivalent number of hours off prior to the scheduled additional hours. Please note that this MUST be done in the same work week and is subject to all sick, personal, family and vacation time policies.
Example using an Employee regularly scheduled Monday through Friday working a 35 hour work week:
Sally is asked to work 7 hours on Saturday and has already worked her normal 35 hour schedule that week. Sally was not given any time off in anticipation of the Saturday work. Sally would receive her 35-hour weekly pay plus 5 hours at her regular rate and 2 hours at time-and-one-half (time-and-one-half overtime pay starts at 40 hours per week.)
Preferred method: Supervisor notifies Sally at the beginning of the week that 7 hours of work on Saturday will be required. Sally takes 7 hours off prior to Saturday (must be during the same week) to avoid extra pay for that week.
Kenyon budgets are not set to anticipate extra and/or overtime pay and regular scheduling of additional hours for staff can have a detrimental effect on department budgets. Supervisors are expected to effectively manage weekly staff schedules to avoid overtime when possible. If extra hours in a work week are unavoidable, and equivalent time off during the same work week is not possible, federal wage and hour guidelines require Kenyon to pay the extra hours for that week. (For further explanations of overtime policies see “Overtime Pay for Non-Exempt Staff" in this Handbook.)
Kenyon College is required by law to make certain deductions from your paycheck each time one is prepared. Among these are your federal, state and local income taxes and your contribution to Social Security as required by law. These deductions will be itemized on your check stub. The amount of the deductions may depend on your earnings and on the information you furnish on your W-4 form regarding the number of dependents/exemptions you claim. Any change in name, address, telephone number, marital status or number of exemptions must be reported to your supervisor and the Payroll Manager immediately, to ensure proper credit for tax purposes. The W-2 form you receive for each year indicates precisely how much of your earnings were deducted for these purposes.
Any other mandatory deductions to be made from your paycheck, such as court-ordered attachments, will be explained whenever Kenyon is ordered to make such deductions.
Note: See "Wage Assignments (Garnishments)" later on in this section for further information.
It may be possible for you to authorize Kenyon to make additional deductions from your paycheck, such as for C.E.S. Credit Union loan payments, United Way donations, donations to Kenyon College gift and endowment funds, etc; or to deposit your paycheck directly into your savings or checking account at a participating bank. Contact the Payroll Manager in the Accounting Department for details and the necessary authorization forms.
Every effort is made to avoid errors in your paycheck. If you believe an error has been made, tell your supervisor immediately. He or she will take the necessary steps to research the problem and to assure that any necessary correction is made properly and as promptly as possible.
From time to time, it may be necessary for you to perform overtime work in order to complete a special project or to cover unforeseen absences. Overtime is costly and the College relies on its supervisors to exercise discretion in approving additional hours. Overtime should only be necessary in special circumstances, not to complete the daily routine. When it is necessary to work overtime, you are expected to cooperate as a condition of your employment.
If you are a "non-exempt" benefits eligible employee and you perform overtime work, you will be paid one and one-half (1-1/2) times your regular hourly wage for any time over eight (8) hours per day or forty (40) hours per week that you work.(Note: The College does not pay overtime for hours worked in excess of eight (8) hours per day AND hours worked in excess of forty (40) in the SAME workweek.) If, during that week, you were away from the job because of a job-related injury, paid holiday, jury duty, vacation taken in single-day increments, or paid sick time, those hours not worked will be counted as hours worked for the purpose of computing eligibility for overtime pay.
If you are a non-exempt employee NOT eligible for benefits, you will only be paid time and one-half for any hours worked in excess of forty (40) per week.
When a non-exempt, benefits eligible employee is required to work on a holiday or a Sunday that is not part of the employee's regular work schedule, Kenyon will pay double the employee's normal hourly rate for the hours worked. For more information, see "Work Performed on College Holidays or Sundays" later in this section.
Pay periods are bi-weekly (26 pay periods per year.) Payday is normally on every other Friday. An annual payroll schedule, indicating the date and time payroll cards are due and the date the hourly employee will be paid, is circulated to each department at the end of the calendar year.
Salaried employees, both exempt and non-exempt, are paid on the last working day of each month.
Changes will be made and announced in advance whenever College holidays or closings interfere with the normal payday.
Our payroll work week begins on Monday at 12:01 a.m. and ends on Sunday at 12:00 midnight.
All new employees fill out a "Direct Deposit Authorization Form." This form includes an authorization agreement for automatic deposit of your payroll check.
Please contact the Payroll Manager at extension #5144 if you have any questions or need to change the information on the distribution form.
Annual increases for new employees will be based on the time during the fiscal year that they were hired. If a new employee was hired during April, May, or June of the fiscal year, they will not receive a pay increase on July 1. If a new employee is hired during January, February, or March they will receive 50% of the benchmark increase if appropriate. If an employee is hired during the first half of the year, July through December, they will be evaluated like all other employees and receive the benchmark increase if appropriate
Kenyon College hopes and expects that you will give at least two weeks notice in the event you intend to leave our employ. A non-exempt staff employee may submit a written notice of resignation to his/her supervisor a minimum of ten working days prior to the date of departure. The employee will be paid for any unused and earned vacation providing he/she works the entire ten working days, in consecutive order, that are stipulated in the resignation. You may not use vacation, sick, personal or any other type of paid time to cover the 10 day working requirement. A non-exempt employee who separates from employment at Kenyon and who has not yet completed one full year of service will not receive any vacation pay upon termination. The vacation time will be paid with the final paycheck, if possible, as specified under "Vacations" in the "Benefits" section of this Handbook.
An exempt administrative employee should submit a written notice of resignation to her or his supervisor three months prior to the proposed resignation date. Any applicable unused vacation time will be paid with the final paycheck, if possible. If an exempt administrative employee resigns mid-year, any vacation paid will be pro-rated based upon the time worked between July 1 and the resignation date.
By law, Kenyon is required to keep accurate records of the time worked by non-exempt staff employees. This is done by either yellow time sheets (hourly) or white attendance cards (salary).
If you are paid hourly, your yellow time sheet is the only way the payroll department knows how many hours you worked and how much to pay you. Your time sheet indicates when you arrived and when you departed. Please make sure that your time card is signed by your supervisor and turned in by the payroll deadlines. If you have questions, please contact the Payroll Manager at Extension #5144.
Salaried non-exempt employees are required to complete a white attendance card. These attendance cards are forwarded to the Office of Human Resources on a bi-monthly basis for the purpose of tracking hours and, if eligible, sick, personal, vacation and other types of paid time.
Any overtime worked must be approved in advance and marked on the employee's white attendance card (salary) or yellow time sheets (hourly) along with the reason for the extra hours. Salaried employees who work overtime prior to the eighteenth (18th) of any given month can forward their attendance card (with appropriate approvals) to the Office of Human Resources and be paid for the overtime at the end of the current month. Due to payroll deadlines, salaried employees who work overtime after the eighteenth (18th) of the month will be paid for the overtime at the end of the next given month.
You are responsible for your time sheets and attendance cards. Remember to record your time. If you have made an error on your card, your supervisor must initial the correction.
No one may record hours worked on another's card. Tampering with another's time sheet or attendance card is cause for disciplinary action, including possible dismissal, of both employees. Do not alter another person's record, or influence anyone else to alter your record for you. In the event of an error in recording your time, please report the matter to your supervisor immediately.
We hope you will manage your financial affairs so that we will not be obligated to execute any court-ordered wage assignment or garnishment against your wages. However, whenever court-ordered deductions are to be taken from your paycheck, you will be notified.
Note: See "Deductions From Paycheck (Mandatory)" earlier in this section for further information.
Benefit eligible "non-exempt" employees who work on a College holiday will receive their normal wages for the paid holiday, plus they will be paid their double time rate for hours worked on the College holiday regardless of the number of hours they work that work week.
When a holiday falls on a day that is NOT a College designated holiday, and that day is part of the employee's regular schedule, the employee will only receive straight time pay. Example: The employee is scheduled to work on Sunday, Christmas Day. The College designated holidays for Christmas are Monday and Tuesday. In this case, the employee working Sunday, Christmas Day, would receive straight time for Sunday and holiday pay for Monday and Tuesday. To receive payment for a College designated holiday, benefit eligible non-exempt employees must be scheduled to work on the day the holiday falls.
The only exception to this rule is for Kenyon College Bookstore Cashiers and Safety and Switchboard personnel who will receive holiday pay for either the College designated holiday or the calendar holiday (if the College designated holiday and the calendar holiday are different.)
Benefit eligible non-exempt employees who work on Sundays (when they are NOT part of their regular work schedule) will be paid their double time rate for hours worked on that Sunday regardless of the number of hours they work that work week.
Note: See "Holiday Policies" in the "Benefits" section of this manual for further information.