Employment & Benefits
This section provides an overview of many benefits available to exempt and non-exempt staff. In the event of conflict between the overview provided in this handbook and the plan document or insurance plan, the plan document or insurance plan will govern. Complete descriptions are not possible in the handbook; employees should contact Human Resources for specific plan details. The Labor Agreement governs in the case of Union employees in all aspects of this section. Regular employees who have a schedule involving a (.46) FTE or above are eligible to participate in the College’s benefit programs.
Carleton College will comply with all applicable laws such as FMLA, federal, state, and any applicable regulations.
Pay and Hours
Fair Labor Standards Act
All non-exempt employees of the College are subject to the provisions of the Fair Labor Standards Act regarding the payment of minimum wages and premium pay for overtime.
- Non-exempt employees: those covered by the provisions in the Act for minimum wage and entitled to overtime pay for hours worked beyond 40 hours in the work week.
- Exempt employees: those who are professional, administrative and executive personnel and are paid on a salaried basis are exempt from the overtime provisions of the Act.
Exempt employees are paid monthly. All non-exempt employees are paid biweekly. Human Resources will advise each employee of his or her status when hired or transferred.
The work week, for payroll purposes for non-exempt employees, begins at 12:01 a.m. Sunday morning. Hours of employment are 40 per week generally from 8:00 a.m. to 5:00 p.m., Monday through Friday unless otherwise specified. The letter of appointment will contain the expected work schedule.
Exempt or salaried employees are paid on the accomplishment of duties performed without regard to specific hours or work week. They are normally expected to observe general business hours and to work additional hours to meet work requirements when necessary. Exempt employees are expected to keep their supervisors aware of any planned time off. Exempt employees are paid monthly regardless of the number of hours worked and are not eligible for overtime pay.
Rest Periods/Meal Periods
A paid rest period of 15 minutes is allowed each four-hour work period (excluding lunch periods) for non-exempt employees at a time approved by the supervisor. Unused rest periods will not shorten the scheduled work day. The Flextime Program may govern changes in scheduled hours.
Meal periods are different than paid rest period. The College requires those working more than five hours each day to take an unpaid meal period. Unpaid meal periods are typically one hour in length but may not be less than one half hour. Employees required to complete timesheets/web-time entry must record the start and end time of their meal period.
If, in the judgment of the supervisor, it is necessary for non-exempt employees to work beyond their normal schedule, they will receive pay at one and one-half times their regular rate for all hours worked beyond 40 hours per week. Employees must never work and are not authorized to work overtime without first obtaining the advance approval of their supervisor. Vacation, floating holiday and sick leave hours are not counted in the calculation to determine overtime pay. College holiday hours are counted in the calculation. The overtime provision does not apply to exempt employees.
Payroll Time Sheets/Web-Time Entry
The Fair Labor Standards Act requires that a time sheet or web-time entry be filed for each pay period for non-exempt employees. Since pay is computed on the basis of time recorded, the time sheet/web-time entry must be complete, accurate, and promptly turned in at the end of each payroll period. The time sheet/web-time entry must be signed or approved (electronically if by web-time entry) by the employee, thereby verifying its accuracy. The supervisor must approve all hours, including any overtime hours with a signature/electronic approval. Time sheets/web-time entry is due to the Payroll Office by 12:00 p.m. the Monday following the time sheet/web-time entry work period.
For control purposes for time sheets, the College requires that only an original, green time sheet be submitted for payment if not using web-time entry. Copies, faxes, or Excel-edited versions are not accepted.
Carleton has a policy for dealing with time entry questions. If, through review, the Payroll Specialist questions any portion of an employee time sheet/web-time entry, the Payroll Specialist will contact the employee's supervisor for clarification.
At no time will an employee’s time sheet/web-time entry be changed without the direct consent and acknowledgement by the employee or their direct supervisor for worked hours. For hours not worked, such as vacation, holiday, sick leave, overtime, etc. the same procedures will apply to the extent they fall within the policies of the College.
Non-exempt earnings are calculated according to time recorded on time sheets/web-time entry and will ordinarily be distributed to employees every other Friday to cover the two week period completed one week prior to the issuance of payroll. All earnings are reported to employees on a pay advice. Individual earnings are directly deposited in any bank as designated by each employee.
Exempt salaries are calculated through the end of each month. Pay advices reflect the amount directly deposited to any bank as designated by each monthly paid employee. Payroll is deposited electronically on the last business day of the month.
Payroll deductions made according to law include Social Security Taxes (F.I.C.A.), and state and federal Withholding taxes. Social Security includes retirement, disability, survivor, and dependent benefits. Carleton College matches the F.I.C.A. tax contribution.
Payroll deductions will be made for other authorized benefit programs in which eligible employees choose to enroll with a signed authorization for payroll deduction. Normally a specific payroll deduction will be made from each paycheck.
Daily Rate for Exempt Staff
The daily rate for exempt staff shall be applied when partial months are worked. Partial months worked may be the month as a new hire, the month in which an unpaid, approved absence begins, or the month in which final pay occurs due to termination. The daily rate is calculated by determining the number of workdays in the activity month (ranges from 20 to 23 days depending on the month). The exempt staff member’s individual monthly salary is divided by the number of work days in the current month resulting in the daily average pay for the exempt individual.