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Human Resource Management - Temporary Payroll


Policy and Procedure

Subject Area: Payroll
Policy Title: Temporary Payroll
Policy / Procedure No: PAY006
Responsible Office: HR/Payroll Service Center, 716 Columbus Ave., 250 Columbus Place, x2230
Documents Needed: W-4 Form, Direct Deposit Authorization Form, I-9 Form, Payroll Timesheet and Summary Timesheet (non-students)

PURPOSE:To describe the pay policy for all temporary employees.

SCOPE: All temporary employees (full-time or part-time) of the University.

POLICY: TEMPORARY PAY POLICY - Non-Students:

    1. Pay rates are determined by the job classification policy (see HRM040). The Compensation Department in Human Resources Management is available to help with establishing pay rates. Pay rates between $30.00 per hour and $50.00 per hour are exceptions and require approval by HRM - Compensation. Pay rates recorded in excess of $50.00 per hour initially require an Area Senior Vice President's signature or the President's signature for those areas reporting directly to the President.

    2. All temporary non-student employees who are working twenty (20) or more hours a week are limited to six months on the temporary payroll. Payroll Operations will notify the authorized signature holders of any individuals who have been on the temporary payroll and who have worked more than 20 hours per week for a period of five months. Exceptions must be approved by the Area Senior Vice President or the President for those areas reporting directly to the President. It is the responsibility of the authorized signature holder to contact the Senior Vice President or President, if applicable, to gain approval for exceptions. Individuals without an approved exception will be removed from the payroll at the end of the 6th month.

    3. Authorized signatures for Payroll transactions will be granted as follows:

    • Signature authority will be granted for full-time permanent exempt employees or a full-time support staff in grades 5.1 to 5.2 only. Signature authority will not be granted to students, temporary, or part-time employees.
    • Signature authority will be limited to the authorized budget center manager only for units with less than four (4) full-time permanent employees. A second signature authority may be authorized for units with greater than four (4) full-time permanent employees depending upon the size of the budget. If no one is available to sign the payroll transaction, it should go to the next level manager for authorization.
    • By signing the timesheet, the employee and the department head or supervisor are attesting to the fact that all information on the time sheet is accurate and complete. In addition, it is very important that supporting documentation be maintained and subject to audit at the departmental level. No time sheets will be processed without the appropriate signatures.

TEMPORARY PAY POLICY - Students:

    1. Pay rates are determined by the job classification policy (see HRM040). The Student Employment Office is responsible for working with departments to establish pay rates. The Compensation Department in Human Resources Management is available to provide guidance. Pay rates between $30.00 per hour and $50.00 per hour are exceptions and require approval by the Student Employment Office. Pay rates recorded in excess of $50.00 per hour initially require an Area Senior Vice President's signature or the President's signature for those areas reporting directly to the President.

    2. Supervisors and/or department heads will be granted signature authority in the TimesheetX system. For time-reporting procedures, see the Temporary Weekly Payroll Procedure, or https://studentemployment.neu.edu.

FOR ALL TEMPORARY EMPLOYEES:

    1. University Departments are required by law to submit time sheets on a weekly basis for hourly paid employees. Payroll Operations will not process multiple time sheets for any employee in a given pay week.

    2. Overtime will only be paid to those employees who work greater than 40 hours in a given week, who are doing nonexempt work. Please refer to the below information for calculating overtime pay for eligible employees.

    • Overtime for employees working one job will be calculated at 1.5x hourly rate for total hours worked greater than 40. Overtime for eligible employees working two or more jobs will be calculated using a blended overtime rate. In calculating the eligible overtime hours, the total hours worked in the first job is factored in first, with the total hours worked in the other jobs following. The first job will not be charged for overtime unless total hours worked in that job is greater than 40. Overtime hours worked in jobs other than the first job, will be charged to those departments respectively. Any questions or concerns relative to overtime should be directed to Human Resources Management.

    3. Quarterly audits of the temporary payroll will be conducted by Payroll Operations and referred to the Internal Audit Department if there is a problem.

PROCEDURE:

Procedure - Non-Student Temporary Employees:

    1. Employee completes time sheet for all hours worked.

    2. Supervisor (or department head) approves the time sheet and submits the completed time sheet to the designated department administrator.

    3. The department administrator transfers authorized individual time to the time sheet summary and submit this summary to HR/Payroll Service Center.

    4. Time sheet summaries are due in the HR/Payroll Service Center no later than 4:30 on Monday to pay the following Friday. More information regarding time sheets and the summary can be obtained by contacting the HR/Payroll Service Center.

Procedure - Student Temporary Employees:

    1. Employee enters time in TimesheetX for all hours worked. Timesheets must be completed by Mondays at noon for work in the prior week.

    2. Supervisor (or department head) receives an email alerting him/her that a timesheet is waiting to be approved.

    3. Timesheets must be approved no later than Tuesdays at noon to pay the following Friday. More information regarding time reporting can be obtained from the Student Employment Office or from https://studentemployment.neu.edu.