Applicability and Purpose
This policy applies to employees of Norwich University and establishes University practice relative to pay, timekeeping, and payroll.
Norwich University pays its employees in accordance with Federal and state laws.
Exempt Employee – an employee exempted from the overtime pay stipulations established in the Fair Labor Standards Act (FLSA); also known as a “salaried” employee.
Full-Time Equivalent (FTE) – a non-exempt employee who is regularly scheduled to work 40 hours in a work week or an exempt employee who is expected to perform work for the University during the totality of work hours.
Hours Worked – the actual hours an employee is engaged in tasks assigned by the University.
Non-Exempt Employee – an employee subject to the overtime pay stipulations established in the Fair Labor Standards Act (FLSA); also known as an “hourly” employee.
Pay Period – a period consisting of two consecutive work weeks.
Work Hours – Monday-Friday, 8:00am-4:30pm, unless modified by University holidays or departmental policy.
Work Schedule – the period of time an employee is scheduled or expected to be present at their work location and/or performing tasks for the University; otherwise known as “regularly scheduled hours.”
Work Week – 12:00 a.m. on Sunday to 11:59 p.m. the following Saturday.
Supervisors may authorize one paid rest period of up to 15 minutes per day for nonexempt staff. The time of the rest period is established by the supervisor. Employees may not accumulate rest periods for future time off. Abuse or over extension of rest periods may result in disciplinary action.
Non-exempt employees scheduled to work five (5) or more hours a day are entitled to one unpaid 30-minute meal break per day, or longer at the discretion of the supervisor. The time of the meal break is established by the supervisor. Employees cannot accumulate meal breaks or combine them with rest breaks for longer periods of time off. Abuse or over extension of meal breaks may result in disciplinary action.
During the full period of the meal break, the employee must be relieved of all work responsibilities. If an employee performs any work responsibilities during the break, the employee must be paid for that time.
A supervisor may permit an employee to work while having their meal, but the employee must be paid for the time worked.
Work schedules are assigned by the supervisor and may be changed as necessary to meet the needs of the University. Employees are given two weeks’ notice of a schedule change whenever possible.
If overtime is needed and there are no volunteers, a supervisor may require an employee to work overtime.
All work must be completed within regularly scheduled hours to the extent possible. Any overtime worked must have prior approval of the supervisor.
Non-exempt employees who work more than 40 hours in a work week are paid at one and one-half times their usual hourly rate for all hours worked over forty. All other hours are paid at their regular rate.
Vacation, sick time, paid leave, disability, and Worker’s Compensation hours are not counted toward calculation of overtime pay.
University Closure Pay
Eligible employees who do not work on days of a scheduled university closure are paid at their regular rate for their regularly scheduled hours.
Non-exempt employees who are required to work on a day of closure that is a national holiday (Memorial Day, Independence Day, Labor Day, Thanksgiving Day, Christmas Day, and New Year’s Day) are paid their regular hourly pay for the day plus one and one-half times their regular hourly rate for hours worked. Prior supervisor approval is required to work on a day of closure.
Exempt employees who are required to work on a day of closure may take an alternate day off by the end of the fiscal year with supervisor approval.
Employees who are on-call outside of their normally scheduled hours and may be expected to return to work or perform work remotely, are paid a flat fee rate or an appropriate hourly rate established by their department and Human Resources to compensate for the inconvenience of being on-call. Any work performed by a nonexempt employee, whether coming to the University or remotely, shall be paid according to the employee’s regular rate of pay and the provisions of this policy.
Shift Differential Pay
Non-exempt employees who have a regularly assigned work schedule of which at least half is outside normal work hours, are paid a shift differential of $0.70/hour for all hours worked. Eligibility for shift differential is based on the employee’s regularly assigned work schedule.
Compensatory / Flex Time
Federal law and University policy prohibit the accumulation of “comp time.” However, with supervisor approval, flex time within the same work week may be granted. For example, if a non-exempt employee normally scheduled to work 8 hours on Monday actually works 12 hours, the supervisor may authorize the employee to work 4 hours less on any other scheduled work day during that work week. Conversely, if a non-exempt employee works Monday-Friday, but then also works 8 hours on a Saturday, the employee cannot be given another day off the next week since it would not be in the same work week.
An employee may be granted one pay advance per fiscal year. Terms are established by the employee and Human Resources according to the employee’s need.
All staff are responsible for maintaining an accurate record of their hours worked and/or use of vacation time, sick time, paid leave, or other absence by utilizing the timekeeping system and processes established by the University.
Staff are to complete all timekeeping entries for a pay period by 10am on the Monday following the close of the pay period.
Supervisors are to approve the timekeeping records of their direct reports by noon on the Monday payroll closes. In the event an employee’s time record is incomplete and the hours worked cannot be obtained from the employee by the close of payroll, then the supervisor enters the employee’s regularly scheduled hours. An adjustment can be made once the employee confirms their hours worked.
Errors in timekeeping such as a missed punch, an errant punch, or an incorrect pay code should be reported to the supervisor promptly, preferably by email, for correction.
Paychecks are distributed through campus mail to the employee's department.
An employee who wishes to have their check mailed to their home address must send a written request to the Human Resources.
Employees who work remotely will have their checks mailed to their home address unless direct deposit is authorized.
Employees may utilize direct deposit of their paycheck to accounts authorized by the employee. If using direct deposit, the employee may elect to receive electronic notification of their pay transactions rather than a paper statement.
Exempt employees and faculty are paid biweekly (every other Thursday). The amount of salary paid each pay day is the annual salary divided by the number of pay periods in a year, and is prorated based on the dates of employment.
Non-exempt employees are paid biweekly (every other Thursday) based on hours worked submitted and approved on their electronic timecard.
Norwich University in its sole discretion through the Office of the President reserves the right to grant an exception to this policy when circumstances warrant or to change this policy with or without notice.
Vermont Department of Labor, www.labor.vermont.gov
U.S. Department of Labor, www.dol.gov