Employee Handbook
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Scroll to: Payroll Deductions | Administrative Pay Corrections | Overtime | Comp Time | Time Reporting | Performance Reviews | Bonus Pay
Compensation
Employees of SIBCR are paid on a monthly basis. Each pay period is from the first day of the month to the last day of the month. Payday is the fifth day of each month for the prior month worked. If the fifth falls on a Saturday, payday will be the fourth day of the month and, if the fifth falls on a Sunday, payday will be the sixth day of the month. If a holiday falls within the first five days of the month the payday will be the sixth. Please see the schedule on the SIBCR website, www.sibcr.org.
If employees are hired in the last week of the month, they may be asked if SIBCR can pay them for that week in the following month’s payroll. This allows Human Resources ample time to process the newly-hired employee’s paperwork and enter the employee into the payroll program.
Paychecks will be issued by electronic transfer to the financial institution designated by the employee. The employee will be issued a paycheck directly from the SIBCR office pending initiation of the electronic transfer. Employees are required to provide necessary private bank account information to SIBCR administration within one week of employment in order to initiate actions in time for the second paycheck to be paid electronically.
Payroll Deductions: The law requires the following payroll deductions: FICA (Social Security and Medicare), Federal Income tax, and Industrial insurance (workers compensation).
Other deductions require the employee’s authorization. Examples of such deductions include retirement plan contributions or deductions for a portion of any insurance premiums.
A leave and earnings statement for each pay period is mailed to the employee’s home address along with any correspondence, and should be opened and reviewed upon receipt. It is the employee’s responsibility to inform Human Resources if there are any errors in his or her (work or leave) hours or compensation.
Payroll Deductions for Exempt Employees
An Employee’s exempt/nonexempt status will be determined upon employment. If an employee is unsure of his or her status, he or she should contact Human Resources. Exempt employees are paid a monthly salary. Being paid on a “salary basis” means an employee regularly receives a predetermined amount of compensation each pay period. The predetermined amount cannot be reduced because of variations in the quality or quantity of the employee’s work. Subject to the exceptions listed below, an exempt employee must receive the full salary for any workweek in which he or she works, regardless of the number of days or hours actually worked. Exempt employees do not need to be paid for any workweek in which they do not perform any work. If the employer makes deductions from an employee’s predetermined salary, (i.e., because of the operating requirements of the business), that employee is not paid on a “salary basis.” If the employee is ready, willing and able to work, deductions may not be made for time when work is not available.
Deductions from an exempt employee’s pay are permissible 1) when an employee is absent from work for one or more full days for personal reasons, other than sickness or disability; 2) for absences of one or more full days due to sickness or disability or 3) for unpaid disciplinary suspensions for violation of safety rules of major significance. Also, the employer is not required to pay the full salary in 1) the initial or terminal week of employment, or 2) for weeks in which an exempt employee takes unpaid leave under the Family and Medical Leave Act (FMLA). In these circumstances, either partial day or full day deductions may be made.
It is SIBCR’s policy to comply with the salary basis requirements of the Fair Labor Standards Act (FLSA). Therefore, SIBCR prohibits all managers from making any improper deductions from the salaries of exempt employees. Employees need to be aware of this policy and the fact the company does not allow deductions that violate the FLSA. If an employee believes that an improper deduction has been made to his or her salary, he or she should immediately report this information to the Executive Director or Human Resources. Reports of improper deductions will be promptly investigated. If it is determined that an improper deduction has occurred, the employee will be promptly reimbursed for any improper deduction(s) made.
Administrative Pay Corrections
In the event that there is an error in the amount of pay on an employee’s paycheck, the employee should promptly bring the discrepancy to the attention of Human Resources. Errors will normally be corrected by the next paycheck based upon the situation. If an error has occurred and an overage has been applied to the employee’s compensation, a repayment schedule will be arranged with the employee based upon the situation.
Overtime
Occasionally some overtime may be required. Working assigned overtime is an important part of each nonexempt employee’s responsibilities.
Any overtime work must be authorized by the employee’s supervisor in advance, unless in the case of emergency. The performance of unauthorized overtime may result in disciplinary action up to and including termination.
The overtime rate is one and one-half times the regular rate of pay for all hours actually worked over 40 hours in one workweek. Vacation and sick leave hours are not included as hours worked for the purpose of determining overtime.
All overtime must be calculated prior to supervisor’s signing the time sheet and before turning the time sheet into SIBCR.
Exempt employees are expected to work whatever hours are necessary to complete their work. They do not receive overtime compensation.
Compensatory Time Off
As SIBCR is a private corporation, it is precluded by federal and state law from utilizing “comp” time in lieu of overtime payment for hours worked over 40 hours in a workweek. Nonexempt employees who wish to miss scheduled work as a result of personal obligations may request the opportunity to make up the amount of time missed by working on another day or days within the same workweek only. Such requests should be directed to the employee’s supervisor. In order to qualify, the make-up time must not cause the employee to exceed 40 hours in the workweek.
Time Reporting
The employee is responsible for maintaining accurate and complete records of all hours worked and all leave. Each nonexempt employee must fill out and sign a time sheet for the actual hours worked and leave taken, and submit it with a valid signature of the SIBCR member or supervisor. Falsification of timesheet(s) may result in disciplinary action, up to and including termination.
Off-the-clock work (work done with out reporting the time on your time sheet) is prohibited and can lead to disciplinary action. No manager may require a nonexempt employee to work outside his or her reported hours. Any violations must be reported immediately to Human Resources or the Executive Director.
Exempt employees are required to record absences due to illness, injury, vacation or holidays on the Exempt time sheet.
Time sheets are due on the last working day of each month. The timesheet due-date schedule and blank time sheets are available on the SIBCR website, www.sibcr.org.
EMPLOYEES ARE REQUIRED TO SUBMIT THEIR TIMESHEETS BY THE END OF EACH MONTH. IF A TIME SHEET IS SUBMITTED AFTER THE END OF THE MONTH SIBCR RESERVES THE RIGHT TO PAY THE EMPLOYEE WITH PAYROLL THE FOLLOWING MONTH.
Performance and Compensation Reviews
SIBCR sends notices to supervisors near the anniversary date of each employee who has not received a raise in the proceding 12 months, and encourages compensation reviews at that time. All performance reviews are based on merit, achievement and job description fulfillment.
Bonus Pay
Supervisors may on occasion request that a bonus be paid to an employee who has exceeded expectations, persevered through difficult times, or is otherwise deserving of an excellence award. Bonus pay is an exceptional occurrence at SIBCR and should not be expected by the employee nor promised by a supervisor.