Your Pay

11: Your Pay

The university is a complex institution in which individuals receive compensation according to a variety of schedules. Your pay day may be monthly or biweekly. Your supervisor can provide exact information on pay days and paycheck delivery.

11.1 Compensation and Pay

At the time of hire, staff members are assigned a job classification within the Career Path that determines the requirements for time reporting and overtime pay.

The university is obligated by the Fair Labor Standards Act (FLSA) law to define jobs as exempt or nonexempt. Exempt employees, such as executive, professional, and supervisory personnel, are expected to fulfill their responsibilities on an ongoing basis and are compensated for the duties they perform, not the hours they work. Exempt positions are not eligible to receive overtime pay and are not subject to other provisions of the FLSA.

Nonexempt employees, covered by the FLSA, are paid on an hourly basis. These employees are entitled to receive overtime pay (pay for any work done in excess of 40 hours in one workweek), for which a record of actual hours worked must be maintained.

All employees are advised of their employment classification at the time of hire. Staff in nonexempt positions are entitled to compensation for all time worked. Time worked by nonexempt staff in excess of 40 hours in any workweek is considered overtime and will be compensated at the rate of 1.5 times the regular hourly rate for actual hours worked.

As noted above, some employees are entitled to overtime pay, that is, pay for any work done in excess of 40 hours per workweek. Your supervisor must authorize overtime before you work overtime. If you have questions about your eligibility or payment for overtime, consult your supervisor or Human Resources Representative.

Nonexempt staff members are expected to document all time worked using the university’s time reporting system.

In making pay calculations for employees who are paid biweekly, the university annualizes salaries based on a work year composed of 2088 hours. In years with fewer or more hours of work, an employee who is paid biweekly will receive one day less or one day more of pay.

Nonexempt staff are paid on a biweekly basis and exempt staff are generally paid on a monthly basis.

11.2 Overtime Pay

As noted, some employees are entitled to overtime pay, that is, pay for any work done in excess of 40 hours per workweek. Your supervisor must authorize overtime before you work overtime. If you have questions about your eligibility for overtime, consult your supervisor or contact Human Resources Representative for your unit.

11.3 Compensatory Time

Compensatory time refers to time that nonexempt staff may take off as a result of working hours in excess of the regularly scheduled hours for a workday.

In general, individuals in exempt positions are not entitled to compensatory time. Only in exceptional circumstances may compensatory time be considered. Requests for exceptions must be submitted in advance and in writing, along with the recommendation of the appropriate vice president or dean, to the Vice President for University Human Resource Services.

If a nonexempt employee in a regular position works hours in excess of the regularly scheduled hours for a workday, the employee may be permitted to take an equivalent amount of time off as compensatory time during the same workweek.

This practice does not extend to a separate week within the same payperiod.

Otherwise, overtime pay must always be paid for any hours worked in the workweek in excess of 40 hours. Supervisors or Human Resource Representatives should be consulted regarding any special guidelines concerning compensation that may apply to your position.

11.4 Time Reporting

It is important that time records are accurate. Inaccurate records can lead to loss of pay or errors in calculation that may take time to resolve. The university's Time Reporting System (TRS) is used to collect, manage and report time electronically.

The Time and Attendance Collection System (TACS) is part of the TRS and is connected to the university's telephone system. Nonexempt staff members use this system to document their arrival and departure times. Find instructions for using the TRS on the Payroll website.

11.5 Pay Procedures, Direct Deposit and Lost Paychecks

Staff members are encouraged to sign up for direct deposit. When opting for direct deposit, the university electronically transfers money from its account to an account that you designate. On or before payday, you will receive verification of the transfer from the university. This verification contains information about gross pay, deductions from pay, and other important data. You should keep this verification for your records.

For those who do not opt for direct deposit, paychecks will be mailed.

Occasionally, problems arise concerning paychecks that may be lost in the mail or misplaced before you receive them. If this occurs, the Payroll Office can provide you with a Stop Payment Request Form that should be submitted immediately. Arranging direct deposit, can avoid this issue. Other questions regarding receipt of paychecks and deductions may be directed to Payroll at payroll@gwu.edu.

11.6 Overpayment of Wages, Salary, or Other Compensation

Staff members are responsible for ensuring that the university is repaid in a timely manner for any wages, salary, or other compensation received from the university which they were not entitled to receive, (an "Overpayment").  Prompt notification of your supervisor and/or Payroll (payroll@gwu.edu) of the issue is strongly encouraged to assist in identification of a plan for repayment. Failure to repay an overpayment may result in disciplinary action up to and including termination.

 

If you have questions or comments about the Employee Handbook, please fill out the feedback form or email askuhr@gwu.edu.