Staff Handbook
Compensation and Classification
JOB DESCRIPTIONS
Each position of the University has been classified in accordance with its function, duties, responsibilities, and relationship to other positions. A description has been developed for each position specifying the duties, responsibilities, supervision received, supervision given, the education, training, and experience necessary for a person to function effectively in that position. A job code and title have been assigned to each position for easy reference.
PAY GRADES
All positions are assigned an appropriate pay grade. Positions with similar skill levels are grouped together in the same grade. The pay grade represents the minimum starting rate for that particular classification. Normally, employees are considered for salary increases on an annual basis.
DEPARTMENTAL TRANSFERS
Transfers involving a bona fide promotion to a higher pay grade will be encouraged by the University. As a general rule, lateral transfers (or those resulting in a down grade) will not be allowed, except in those special cases where it is determined that the move will be in the best interest of both the employee and the University. That determination will be made by the appropriate supervisors and the Director of Human Resources. Employees interested in other positions on campus should notify Human Resources. This should be done with their supervisor’s knowledge.
If a supervisor desires to effect the promotion of an employee in another department, he/she should consult the current supervisor before contacting the employee. If the two supervisors concur, the Office of Human Resources should be asked to verify the individual’s qualifications for the position being considered. Upon proper verification, the employee will be considered along with other qualified applications for the job. The supervisor having the job opening should carefully review the employee’s work and attendance record, and reserves the right to turn down any employee whose record is not satisfactory.
For promotion (reclassification) within a department, the supervisor must submit a letter of justification with the Personnel Action Form.
Departments accepting employees by transfer or promotion shall assume responsibility for any accumulated personal leave and vacation leave.
WORK WEEK
The University’s work week begins on Thursday at 12:01 a.m. and ends Wednesday at 12:00 midnight.
TIME SHEETS/CARDS
Non-exempt employees (those employees whose time worked must be documented and retained in accordance with federal regulations) must keep a time sheet or use a time clock showing the exact time of arrival and departure from work. Unless appropriate leave time has been approved, pay will be reduced anytime the “total hours worked” is less than the “required hours”, as specified on the time sheets. Instructions for completion are outlined on the back of the time sheets. More specific time reports may be required in certain departments. Please refer to Administrative Procedures Manual for detailed information.
PAY CHECKS
Employee payroll checks are issued on the last working day of the month (a possible exception to this could occur during the month of December due to the Christmas holiday). Checks for twelve-month salaried employees will be for the pay period from the first day through the last calendar day of the month. Checks for hourly employees will be for the period of the time specified on the time sheet. Checks are available in the Office of Business Affairs between 8:00 a.m. to 4:00 p.m., Monday through Friday. Pay checks must be cashed within ninety days. Direct deposit of your paycheck, to a Tahlequah bank, is available upon request.
PAYROLL CHANGES
Any change in the amount of a payroll deduction should be submitted to the Office of Business Affairs by the tenth of the month in order for it to be effective with the next pay check. Changes in insurance coverage should be made in Human Resources.
OVERTIME
The University’s policy is to give compensatory time off in lieu of payment, when overtime is worked. This should be done in every possible situation. We recognize that there will be occasional legitimate exceptions where overtime must be paid, such as employees being loaned to another department and working overtime.
- Whenever possible, compensatory time off will be given for overtime hours worked, in lieu of payment.
- Compensatory time off will be at a time and one-half rate.
- An employee will not be allowed to accumulate more than 40 hours of compensatory time; comp time exceeding 40 hours will be paid to the employee.
- When payment is necessary, the employee will be paid at a rate of one and one-half times his/her pay for all hours worked in excess of 40 during the work week (Thursday through Wednesday).
- Holidays and comp time will count as time worked for the purpose of calculating overtime.
- Each department will assume the responsibility for maintaining adequate overtime records for its employees. A record should be maintained of each employee’s compensatory time balance. Also, a monthly total should be kept of all overtime hours which are paid.
- Overtime hours (paid or comp time) are to be reported on the time sheet when worked and when taken off.
- When an employee goes on a medical leave of absence, or terminates his/her employment, accumulated comp time shall be added to other appropriate leave time for the purpose of calculating the final pay check.
- Compensatory time off may be scheduled at any time that is approved by the supervisor.
- Part-time employees do not earn comp time. Should they ever work over 40 hours in one week they are to be paid at the appropriate overtime rate for those hours exceeding 40. This is true regardless of the number of hours worked during any other week within the same pay period.
CALL-IN PAY
An employee called back to work (unscheduled) after his/her regularly scheduled work shift, will be guaranteed three hours pay if the time worked is less than three hours, or pay for actual time worked when the time exceeds three hours. When figuring the time sheet, the portion of three hours that is actually worked (time the employee is clocked in or physically engaged in work) would be considered as overtime if the employee otherwise works forty hours that work week (Thursday through Wednesday). The balance of three hours would be considered as straight time. “Call-in-pay” should always be specified on the time sheet. This policy applies to full-time non-exempt (those employees required to complete a time sheet) employees only.
ON CALL
Some jobs may require an employee to be placed “on call,” subject to being available should their services be required. In some instances this may require the assignment of a personal pager to the employee.
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