HUMAN RESOURCES

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Payroll & Compensation

PAYROLL INFORMATION

Salaried employees are paid on the last working day of each calendar month.  Employees may choose electronic direct deposit or pay card.  Direct deposits are available on the last working day of each calendar month, and paper checks are mailed the day before the last working day of each calendar month.

Wage employees are paid every other Friday following the end of the payroll period.  The payroll period begins at 12:01 a.m. Sunday, ends at 12:00 midnight Saturday and includes two workweeks (excluding certified MUW Police Officers).  Health and life insurance deductions are withheld from the first wage payroll each month.  All other insurance deductions are withheld from the second wage payroll each month. 

PAYCHECKS (IHL 801.13)

Employees participating in electronic direct deposit or who receive pay cards may review the pay stub on BannerWeb.  Each stub should be examined to make sure that deductions have been properly made.  Any errors should be reported immediately to the Human Resources Office.

Required deductions are:

  1. Federal Income Tax
  2. State Income Tax
  3. Social Security (F.I.C.A.)
  4. Retirement (if half-time or more)

Voluntary deductions include:

  1. Insurance premiums – group and other
  2. Credit Union savings or loan payments
  3. United Way
  4. U. S. Savings bonds
  5. Tax Sheltered Annuities
  6. MUW Foundation contributions
  7. MUW Housing – if a resident
  8. Mississippi Deferred Compensation

ADDITIONAL UNIVERSITY EMPLOYMENT POLICY (IHL 401.0103)

  1. Non-exempt staff, without IHL Board contracts, can be paid for additional hours worked for the University as compensatory time if the work falls within their normal job duties unless otherwise agreed upon by the department head, Supervising President’s Cabinet member, and the employee.  If the work does not fall within their normal job duties they can receive compensation at an hourly rate.  If the additional duties will result in the employee working for more than forty hours in a given work week, then any hours worked over forty must be compensated at the rate of time and a half.
  2. Exempt staff, without IHL Board contracts, can be paid for additional services rendered to the University provided the services fall outside the realm of their normal job duties, as determined by the employee’s supervisor.  In addition, the work must be performed outside of the employee’s regular duty hours or the employee must take personal leave.
  3. If the services or work sought are the same type of services which the employee performs as part of their regular University job, the organization or department requesting the services must arrange and/or contract with the employee’s department for the services.  This should be done through an interdepartmental purchase requisition.  The organization or department should not contract directly with an individual employee of a University department for services of the employee which fall within the employee’s normal duties.
  4. If all criteria have been met for compensating an existing employee for additional services rendered, official approval shall be sought using the Request for Personnel Action Form (PAF).  The employee will be paid through the Office of Human Resources.
  5. All PAFs or purchase requisitions must be approved before the services are rendered.
  6. In accordance with state law, no state property may be used by an individual for personal gain.  Therefore, no University equipment, materials, and/or resources of any kind shall be used to fulfill outside or additional employment, even if the outside employment is for another department of the University, without prior approval of the employee’s supervisor.  In the event approval is given, the employee may be required to reimburse the University for use of the equipment, materials and/or resources.
  7. It is unethical and a conflict of interest for the University to contract with a company or firm owned by an employee or a member of the employee’s immediate family.

HOLIDAY PAY 

University Police Department Patrol Officers and Dispatchers who are benefits-eligible and work a 24/7 schedule rotation have a separate holiday pay policy that is maintained within the department and Human Resources. Holiday pay policies are provided to PD employees during their department training.

Regular Full-time Employees:

  • All regular full-time employees will receive regular pay during University holidays.
  • If the employee is not regularly scheduled to work on the holiday, the employee will not receive any pay for the holiday.
  • Employees are not entitled to holiday pay when the employee is on leave of absence without pay on the last working day prior to the holiday.
  • Non-exempt employees who earn compensatory time and are required to work during a University holiday, including a federally observed holiday recognized by the University, will be given compensatory time in the amount equal to the hours worked and holiday pay.
    • For example: An employee who is required to work for 3 hours during Winter Break will earn 3 hours of compensatory time and be paid for 8 hours holiday pay. If hours worked results in an overtime situation, compensatory time will be calculated at time and a half,
  • Non-exempt employees who earn overtime (e.g. facilities, custodial staff) and are required to work during a University holiday, including a federally observed holiday recognized by the University, will be paid for hours worked and holiday pay.
    • For example: An employee who is required to work for 8 hours on a federally observed holiday recognized by the University (e.g. Christmas Day) will be paid for a total of 16 hours (8 hours worked plus 8 hours holiday pay). If the 8 hours worked results in an overtime situation, the employee would be paid for 20 hours (8 hours x 1.5 = 12 hours plus 8 hours holiday pay).

Regular Part-time Employees (20-39 hours per week)

  • All regular part-time employees will receive regular pay during University holidays.
    • For example: A part-time employee who is regularly scheduled to work 30 hours per week, will be paid for the regular 30 hours per week.
  • If the employee is not regularly scheduled to work on the holiday, the employee will not receive any pay for the holiday.
  • Employees are not entitled to holiday pay when the employee is on leave of absence without pay on the last working day prior to the holiday.
  • Non-exempt part-time employees who earn compensatory time and are required to work during a University holiday, including a federally observed holiday recognized by the University, will be given compensatory time in the amount equal to the hours worked and holiday pay.
  • Non-exempt part-time employees who earn overtime and are required to work during a University holiday, including a federally observed holiday recognized by the University, will be paid for hours worked and holiday pay.
  • See examples under Regular Full-Time Employees if hours worked results in an overtime situation.

Regular Part-time and Temporary Employees (less than 20 hours per week):

  • Part-time and temporary employees regularly scheduled for less than 20 hours per week are not eligible for pay during University holidays unless they actually work.
  • Regular non-exempt part-time and temporary (< 20 hours/wk) employees who are required to work during a University holiday (other than a federally observed holiday recognized by the University) will receive regular pay.
  • Regular non-exempt part-time and temporary employees (< 20 hours/wk) who work on a federally observed holiday recognized by the University will be paid double time.
    • For example: An employee who is required to work for 8 hours on a federally observed holiday recognized by the University (e.g. Christmas Day) will be paid for 16 hours unless the 8 hours worked results in an overtime situation. In an overtime situation, the employee would be paid for 20 hours (8 hours x 1.5 = 12 hours plus 8 hours for the federal holiday).

PAY ADVANCES 

State law does not permit the University to offer pay advances.  There may be occasions when emergency circumstances, defined as unforeseen, unplanned and unavoidable events, demand immediate attention and require an employee to secure funds on short notice. In these very limited situations, an employee may be able to receive a pre-payment for an amount not to exceed the salary or wages earned to date, less taxes and other withholdings.  The amount of the pre-payment received will be deducted from the subsequent paycheck.  A faculty or staff member needing a pre-payment should submit the appropriate request form to their supervisor.  If the immediate supervisor recommends the request be approved, they shall forward the request to the appropriate Dean (if applicable), and/or the supervising Cabinet member and the Vice President for Finance and Administration for final approval.  The request forms are available in the Office of Human Resources.

WAGE AND HOUR LAW – OVERTIME (IHL 801.05)

The University operates under the Federal Fair Labor Standards Act commonly known as the Wage and Hour Law.  Generally, all faculty, executives, other professional, and administrative staff are “exempt” from the Wage and Hour Law. 
(Please check with the Office of Human Resources if you are unsure whether a position in your department is exempt or non-exempt.)

Non-exempt employees under the law are entitled to paid overtime or compensatory time at the rate of time and one half for all hours worked in excess of forty (40) hours per week.

It is University policy to provide, whenever feasible, compensatory time rather than paid overtime for all non-exempt employees.  However, certain jobs and circumstances do not lend themselves to compensatory time.  In those instances, and upon approval of the supervising President’s Cabinet member, non-exempt employees working in excess of 40 hours per week are paid for their overtime.

Compensatory time taken must be approved by the employee’s supervisor in advance.  An employee may accrue a maximum of 240 hours (public safety personnel up to 480 hours) compensatory time.  After the maximum has been reached, any new overtime must be paid or taken.

At the time of termination of employment, accrued compensatory time will be paid at the rate of the average salary for the last three years or the final regular rate, whichever is higher.