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Payroll and Timekeeping

General Expectations

Marlboro College complies with all applicable federal and state laws regarding payment of wages and benefits to employees. The College will pay wages and salary as described by this policy and required by law, and will not make pay deductions that violate either the federal or state laws. As an employee, you must truthfully report your hours and you are encouraged to review your paystubs regularly for accuracy.

Work Day, Work Week

For most staff members, one working day equals seven and a half hours, and one week equals five working days, for a total of 37.5 hours. For payroll purposes, the Marlboro College work week is defined as the period beginning at 12:00 AM on Saturday and ending at 11:59 PM on the following Friday.

Payroll Period and Pay Dates

Both non-exempt and exempt employees are paid on the same day, typically every other Thursday. On each payroll date, non-exempt employees are paid for the two-week payroll period ending the previous Friday. Exempt employees are paid for the two-week period ending on the Wednesday following the pay date. Exempt staff members in academic calendar positions may elect to be paid consistently throughout the 12 months of the calendar year, including during those periods when school is not in session and they are not expected to work.

Paychecks or remittance advices are typically available to you after 10:00 AM on paydays. Exceptions to this schedule will be noted on the annual payroll calendar, as described in the following section. All employees are encouraged to have their paychecks automatically deposited in their bank accounts by enrolling in the direct deposit program. If you choose direct deposit, you will receive a detailed payroll remittance notice instead of a paycheck.

Reporting Time Worked and Time Off

If you are a non-exempt staff member or a student employee, you are required to submit a timecard at the end of each pay period listing all hours worked as well as any paid time off. The timecard must be signed in ink by both you and your supervisor and must be submitted to the payroll office by noon on the Monday following the end of the pay period. Be sure to record your time accurately, rounding to the nearest 15-minute interval. Lunch or time away from the job or campus must be noted on the timecard. It is the responsibility of both you and your supervisor to ensure that timecards are accurate and timely.

If you are an exempt staff member you are paid a salary and need not track your hours worked. However, you must track your time off by submitting a monthly payroll calendar by the 15th day of the following month. This calendar must be submitted even if you did not take any days off in the month. Before the start of each fiscal year, a general payroll calendar (subject to change) will be published stating the dates for payroll periods and pay dates during the year.

The integrity of the employment relationship at Marlboro depends on your honest participation. Failure to submit accurate and timely payroll records or any falsification of timecards or payroll calendar, including misstatement or omission of time worked, is a violation of College policy.

Payroll Records

Marlboro College will only employ individuals legally eligible to work in the United States. Every employee must satisfactorily complete required verification forms and produce proof of citizenship or eligibility to work in the United States before starting work for the College.

As an employee of Marlboro College, you must also complete all required portions of IRS Form W-4 and submit the completed form to the human resources office prior to the completion of the first pay period in which you work. You must report any changes in eligibility to work to the human resources office in a timely manner. Current employees of the College may periodically be required to update their IRS Form W-4. Any employee that claims “exempt” on IRS Form W-4 must update the form annually.

Wage Deductions

All deductions to your wages are taken in accordance with applicable law and, when required, with your consent. Required deductions include Medicare and Social Security taxes, federal, state and local income taxes, child support and other garnishments if court ordered. Elective deductions, which require your consent, may include money owed to the College (such as bookstore or dining hall charges), contributions for health insurance premiums and Health Savings Account deposits, 403(b) retirement account contributions and donations to Marlboro College.

Errors and Corrections

Marlboro College makes every reasonable effort to insure that you are paid in an accurate and timely manner. Unfortunately, errors may sometimes occur. You are responsible for reviewing your paystub upon receipt for accuracy. If an error in your paycheck has occurred, you are expected to notify payroll to ensure a timely resolution of the errors.

Any employee who believes that Marlboro College has made an inappropriate deduction or has failed to make proper payment regarding wages or benefits shall immediately consult the payroll office. The payroll office will initiate an investigation of the possible error within two business days of notification, and within 15 business days shall determine whether an error has occurred and report the findings to the employee. If the employee disagrees with the determination of the payroll office, he/she may file a written complaint with the senior financial management officer. Within 15 business days of receiving the complaint, the chief financial officer will make a determination as to whether the payment or deductions were appropriate and provide the employee with a written response.

In the event of an inappropriate deduction or other error resulting in underpayment to the employee, the employee will be reimbursed for the full amount of the error less deductions by the next payday.

In the event of an error resulting in an overpayment to the employee, the employee will need to arrange to reimburse the College in full on or before the next payday. If reimbursement causes a hardship to the employee, the employee may make a written request to reimburse the College through subsequent payroll deduction(s). The decision to allow subsequent reimbursement will be made at the sole discretion of the senior financial management officer and is not subject to appeal.


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