SECTION 55: Payroll Department

1. Every individual performing services for the University and compensated by the University is presumed to be an employee unless she/he can meet the criteria of independent contractor status (discussed in item I.,B.).  Generally, every individual who performs services that are subject to the will and control of the University, as to both what must be done and how it must be done, is an employee.  It does not matter that the University allows the employee considerable discretion and freedom of action, as long as the University has the legal right to control both the method and the result of the services.
2. University policy requires that the following workers be compensated as employees:
   1. Anyone teaching a course for credit.
   2. Generally, anyone teaching a noncredit course (see Section 76 for guidelines on determining if independent contractor status is appropriate).
   3. Anyone currently employed by the University who performs additional services outside his/her regular job description.
   4. Anyone currently enrolled as a University student.
3. The status of any worker not falling into one of the above categories must be evaluated based on the Internal Revenue Service common law rules for distinguishing between employees and independent contractors.

1. The general rule of thumb is that an individual is an independent contractor if the University has the legal right to control or direct only the result of the work and not the means and methods of accomplishing the result.  Generally, independent contractors hold themselves out in their own names as self-employed and make their services available to the public.
2. Examples of individuals who might meet the criteria for independent contractor status include:
   1. Guest performers or artists who otherwise are not affiliated with the University.
   2. Guest speakers or guest lecturers brought to the University for very short durations because of their expertise.
   3. Individuals providing professional services, such as attorneys, accountants and other consultants.
3. See Section 76 for instructions for processing independent contractors.
4. When the status of a worker cannot be determined from the above guidelines, contact the Payroll Department (355-5010) or Voucher Processing (353-4882) for guidance prior to the services being performed.

1. Academic and salaried support staff - Employees under these classifications are paid on a monthly payroll ending the last day of the month.  Paychecks are distributed on the last working day of the month.
2. Graduate Assistants - Graduate assistants are paid on a monthly payroll ending on the 15th of the month.  Paychecks are distributed on the 15th of the month or on the last working day before the 15th.
3. Hourly employees - Regular hourly employees and clerical-technical employees are paid on a biweekly payroll.
4. Student employees - Student employees are paid on a biweekly payroll in the same manner as hourly employees.

1. Form W-4 (Federal), Employee's Withholding Allowance Certificate and Form MI-W4 (State of Michigan), Employee's Michigan Withholding Allowance Certificate.
   1. Form W-4 (Federal) and Form MI-W4 (State of Michigan) must be filed by every employee. To complete these forms, employees may electronically submit forms by accessing the "ePayroll" internet site. If an employee does not complete both Form W-4 and Form MI-W4, withholdings will be taken from the employee's earnings at the highest withholding rate (i.e., single marital status, zero exemptions).
   2. The employee must file a new Form W-4 and/or Form MI-W4 each time the employee wishes to increase or decrease the number of exemptions claimed or to have additional amounts withheld per pay period.  Note:  Form W-4 is used for federal tax withholding purposes and Form MI-W4 is used for State of Michigan tax withholding purposes.
   3. Employees requesting tax withholding for Michigan city income tax may file Form CW-4, Withholding Certificate for City Income Tax (see exhibit 55-C).
2. Verification of Social Security Card Information
   
   All University employees should present a valid social security card at the time they are processed for employment in order to be paid.  The University is to pay its employees under the exact name and number that appear on the social security card.  Because of this requirement, the Payroll Department will not release an employee's paycheck until the information on the social security card has been verified.
3. Nonresident Alien Employees
   1. Nonresident alien employees should present their visas in the Payroll Department to determine if they may be eligible for exemption from federal, state and/or FICA withholding taxes.
   2. Changes in residency status should be reported to the employing department and processed through the appropriate personnel office.  The employee also should bring the appropriate documentation of change in residency status to the Payroll Department to change his/her tax withholding status.

1. Direct Deposit Authorization
   
   Employees may have their paychecks directly deposited into personal checking or savings accounts. Employees may electronically submit a direct deposit authorization by accessing the "ePayroll" internet site. Employees who desire this service should also contact the financial institution and advise them that their paychecks are to be direct deposited. Student employees and Graduate Assistants are required to use the ePayroll System to submit direct deposit authorizations.
2. Employees wishing to participate in employee benefit programs such as retirement, health, accident and life insurance, etc., should contact the Benefits Office.

1. Academic Appointments
   
   All academic appointments are processed through the Office of Planning and Budgets.  Each academic employee is required to complete Forms W-4 and MI-W4, and present a valid social security card for verification of name and social security number.  Departments are requested to notify new staff members of this requirement.   To complete a Federal W-4 and MI W-4, employees may access the "ePayroll" internet site.
2. Salaried Support Staff and Hourly Employees
   
   All employees under these classifications are processed by the Office of Human Resource Services. New employees must present a valid social security number card for verification of name and social security number.
3. Graduate Assistant Appointments
   
   All graduate assistants must be registered in order to hold an assistantship and be paid on the graduate assistant payroll.  Graduate Assistants are required to access the "ePayroll" internet site to submit Forms W-4 and MI-W4. A social security card must be presented for verification of name and social security number. Departments are requested to notify new graduate assistants of these requirements.
4. Student Employees
   1. All University students compensated for services rendered must be paid through the Payroll Department.  Direct Payment Vouchers or other payment mechanisms should not be used.
   2. Student employees are required to access the "ePayroll" internet site to submit Forms W-4 and MI-W4. A social security card must be presented for verification of name and social security number.  For further details on hiring student employees, see the Student Employment Manual prepared by the Student Employment Office.
   3. University student employees retain their student status between semesters until the degree sought is obtained.

1. Academic, Graduate Assistants, Salaried Support Staff, and Clerical-Technical
   1. Payrolls are prepared automatically from appointment and personnel forms/reports.
   2. Departments are responsible for reconciling all employees' time.  Any factors that would alter an employee's compensation, such as termination, leave without pay or days lost without pay, should be reported to the appropriate personnel office immediately.  Pay adjustments due to overtime should be processed as outlined in item V. of this section.
2. Hourly Employees (excluding Clerical-Technical)
   1. Payrolls are prepared using "eTime", the web-based time reporting system. Departments are responsible for preparing, submitting, and approving time sheet forms electronically using the "eTime" system.
   2. "Pre-Populated" time sheet forms for the Biweekly Labor Payroll can be prepared in eTime as follows. Begin the process by logging in to "eTime". Select Create Forms from the Forms menu option. Complete the Begin A Payroll Form by 1) selecting the appropriate Pay Cycle, 2) selecting a CUC for which to report time, 3) selecting the "Pre-Populated Form" type, and 4) clicking the "Continue" button. The Employee Selection page will appear. This is a list of Employees who have been authorized by the Office of Human Resource Services and have received a paycheck in the last four months. Simply select the employees to pay and click the "Create Form " button. Upon the appearance of the detailed timesheet form, click the Save Form button. For each employee, enter the number of hours worked for the pay period.  Fractional hours are to be rounded up to the nearest tenth of an hour. (For example, 3 hours and 24 minutes should be recorded as 3.4 hours.) Once the time sheet form has been completed, click the Submit Form button to submit the form for electronic approval.
   3. "Blank" time sheet forms for the Biweekly Labor Payroll can be prepared in eTime as follows. (The "Blank" form type should be used to pay employees who do not appear on the "Pre-Populated" Employee Selection list (as described above) or to pay unusual payments, e.g., late, overtime, and retroactive pay.)
      
      To complete a "Blank" time sheet form, select Create Forms from the Forms menu option in "eTime". Complete the Begin A Payroll Form by 1) selecting the appropriate Pay Cycle, 2) selecting a CUC for which to report time, 3) selecting the "Blank Form" type, and 4) clicking the "Continue" button. The Employee Selection page will appear. This is a list of all employees eligible for pay for the current pay cycle for the selected CUC. Simply select the employees to pay and click the " Create Form" button. Upon the appearance of the detailed timesheet form, click the Save Form button. For each employee, enter the number of hours worked for the pay period being reported.  Fractional hours are to be rounded up to the nearest tenth of an hour. (For example, 3 hours and 24 minutes should be recorded as 3.4 hours.) Current or late pay can be indicated, as well as any changes to earnings type, rate of pay, or account number. (Changes must be supported by information on the Personnel Action Notice (PAN) form on file with the Human Resource Office.) Review the information for each employee for accuracy. Once the time sheet form has been completed, click the Submit Form button to submit the form for electronic approval.
   4. "Paper" time sheet – BLUE (see exhibit 55-E).
      
      A "Paper" time sheet form for the Biweekly Labor Payroll should be completed for the following two (2) reasons.
      1. To submit time for any employee(s) NOT on the "eTime" database. When you are preparing your timesheets within "eTime" and you discover an employee that is not in the "eTime" database. (You have verified that they do not appear on either the pre-populated or the blank employee lists.)
      2. To request a hand-drawn check. A hand-drawn check is issued upon request by the department when due dates for submission have expired. This insures proper payment of wages and taxes withheld to the employee according to labor law. There is a $35.00 charge for each hand-drawn check. Please provide the account # to be charged.

      To complete the "Paper" time sheet form, enter the name and social security number of the employee, as well as other information per the instructions printed on the form.  The name must be the same as it appears on the employee's social security card. Add the total number of hours, the total rates, and the number of employees to be paid.  Enter these totals in the appropriate boxes. The time report must have the handwritten signature of the Unit Administrator or someone authorized to sign on all accounts listed on the time report.

3. Student Employees
   1. Payrolls are prepared using "eTime", the web-based time reporting system. Departments are responsible for preparing, submitting, and approving time sheet forms electronically using the "eTime" system.
   2. "Pre-Populated" time sheet forms for the Biweekly Student Payroll can be prepared in eTime as follows.
      
      Begin the process by logging in to "eTime".   Select Create Forms from the Forms menu option. Complete the Begin A Payroll Form by 1) selecting the appropriate Pay Cycle, 2) selecting a CUC for which to report time, 3) selecting the "Pre-Populated Form" type, and 4) clicking the "Continue" button. The Employee Selection page will appear. This is a list of Student Employees who have been authorized by the Student Employment Office and have received a paycheck in the last four months. Simply select the employees to pay and click the "Create Form" button. Upon the appearance of the detailed timesheet form, click the Save Form button. For each employee, enter the number of hours worked for the pay period.  Fractional hours are to be rounded up to the nearest tenth of an hour. (For example, 3 hours and 24 minutes should be recorded as 3.4 hours.) Once the time sheet form has been completed, click the Submit Form button to submit the form for electronic approval.
   3. "Blank" time sheet forms for the Biweekly Student Payroll can be prepared in eTime as follows. (The "Blank" form type should be used to pay employees who do not appear on the "Pre-Populated" Employee Selection list (as described above) or to pay unusual payments, e.g., late, overtime, and retroactive pay.)
      
      To complete a "Blank" time sheet form, select Create Forms from the Forms menu option in "eTime". Complete the Begin A Payroll Form by 1) selecting the appropriate Pay Cycle, 2) selecting a CUC for which to report time, 3) selecting the "Blank Form" type, and 4) clicking the "Continue" button. The Employee Selection page will appear. This is a list of all employees eligible for pay for the current pay cycle for the selected CUC. Simply select the employees to pay and click the "Create Form" button. Upon the appearance of the detailed timesheet form, click the Save Form button. For each employee, enter the number of hours worked for the pay period being reported.  Fractional hours are to be rounded up to the nearest tenth of an hour. (For example, 3 hours and 24 minutes should be recorded as 3.4 hours.) Current or late pay can be indicated, as well as any changes to earnings type, rate of pay, or account number. (Changes must be supported by information on file with the Student Employment Office.) Review the information for each employee for accuracy. Once the time sheet form has been completed, click the Submit Form button to submit the form for electronic approval.
   4. "Paper" time sheet – GREEN (see exhibit 55-F).
      
      A "Paper" time sheet form for the Biweekly Student Payroll should be completed for the following two (2) reasons.
      1. To submit time for any employee(s) NOT on the "eTime" database. When you are preparing your timesheets within "eTime" and you discover an employee that is not in the "eTime" database. (You have verified that they do not appear on either the pre-populated or the blank employee lists.)
      2. To request a hand-drawn check. A hand-drawn check is issued upon request by the department when due dates for submission have expired. This insures proper payment of wages and taxes withheld to the employee according to labor law. There is a $35.00 charge for each hand-drawn check. Please provide the account # to be charged.

      To complete the "Paper" time sheet form, enter the name and social security number of the employee, as well as other information per the instructions printed on the form.  The name must be the same as it appears on the employee's social security card. Add the total number of hours, the total rates, and the number of employees to be paid.  Enter these totals in the appropriate boxes. The time report must have the handwritten signature of the Unit Administrator or someone authorized to sign on all accounts listed on the time report.

      University student employees must be enrolled and attending classes to be eligible for payment.  To ensure that students are enrolled, the time reports are compared to the Registrar's current enrollment records. Students who have gained employment by assuring the department they will enroll must enroll promptly or be terminated.

1. Academic
   1. Rate of pay is determined from the appointment form.
   2. Rate changes are made on the basis of new appointment forms or "Change of Status Recommendation" forms and must be approved by the Provost and Board of Trustees.
2. Graduate Assistants
   1. Rate of pay is determined from the appointment form.
   2. Rate changes are made on the basis of an amended or new appointment form.
3. Salaried Support Staff - Rate of pay is approved and provided to the Payroll Department by the Office of Human Resource Services.
4. Hourly Employees - Rate changes for hourly employees are approved by Human Resource Services and provided to the Payroll Department.  eTime will not reflect a new rate until approved and processed by Human Resource Services.
5. Student Employees - Job classification and grade level must be reported to the Student Employment Office using the "Student Employee Change of Status" form (see "Student Employment Manual" prepared by the Student Employment Office).  eTime will not reflect a new rate until approved and processed by Student Employment Office.

1. Time Reports
   1. Biweekly pay periods for hourly and student employees end on Sunday at midnight.  eTime time sheets for hourly employees, excluding clerical-technical, must be approved and ready for export to the Payroll Department by 5:00 pm Wednesday evening. Any “Paper” time sheets are due at 350 Administration Building by 5:00 pm Wednesday evening. When a short week occurs, specific instructions will be issued by the Payroll Department regarding the deadline.
   2. Any time reports that miss the 5:00 pm Wednesday deadline will need to be either 1) re-submitted with the next biweekly payroll or 2) submitted for processing as a hand-drawn check.
2. Employment data information for salaried employees must be received in the appropriate personnel office on or before the 15th of the month in which the employee is to be paid in order for the Payroll Department to process the employee's check with the current payroll.
3. Employment data information for graduate assistants must be received in the Office of Planning and Budgets on or before the 1st of the month in which the employee is to be paid in order for the Payroll Department to process the employee's check with the current payroll.
4. Except for direct deposit authorizations, all changes in exemptions and payroll deductions must be processed according to the above dates to be effective with the current payroll.  For forms electronically submitted through the "ePayroll" System, please refer to the schedules in the "ePayroll" System for the effective date of the transaction.

1. Direct Deposit
   1. Employees may have their paychecks directly deposited into their personal checking or savings account. Employees may electronically submit a direct deposit authorization by accessing the "ePayroll" internet site. Student employees and Graduate Assistants are required to use the ePayroll System to electronically submit direct deposit authorizations.
   2. Checks for these employees will be deposited into their bank accounts on the morning of payday.  The employee will receive a "Direct Deposit Notification" showing gross pay, itemized deductions and net pay deposited.  Student employees and Graduate Assistants can access an electronic version of their pay stub at the "ePayroll" internet site.
   3. Direct deposit may be discontinued if the Payroll Department has received an authorization to cancel direct deposit. For direct deposit changes electronically submitted through the "ePayroll" System, please refer to the schedules in the "ePayroll" System for the effective date of the transaction.
2. Distribution to Departments
   1. Checks are picked up by the Campus Mail Service for delivery to the departments.
   2. Checks or Direct Deposit Notifications should be handed directly to the payee or placed in sealed envelopes for delivery by a designated employee.
   3. Payroll checks that must be canceled and rewritten due to any of the following reasons should be delivered immediately to the Payroll Department, 350 Administration Building:
      1. Late termination.
      2. Leave of absence without pay.
      3. Too many hours submitted for a Student or Hourly employee.
   4. Payroll checks not delivered to employees within twenty days should be returned to the Payroll Department with a memo indicating the reason why the employee did not receive the check.  The Payroll Department will attempt to locate the employee and deliver the check.

1. Checks will be held in the Payroll Department and not distributed on payday for the following reasons:
   1. The Payroll Department has not received verification of the employee's social security number.
   2. The various personnel offices may have employees' checks held for the following:
      1. The employee is not authorized to be paid on the submitted account number.
      2. INS Form I-9 information has not been completed.
      3. A student employee (including graduate assistants) is not currently enrolled.  Note that student employees who were enrolled during Spring semester and expect to be enrolled during Fall semester may work Summer semester without being enrolled.
      4. An international student employee (including graduate assistants) with a F-1 or J-1 visa that is in non-compliance with federal regulations regarding the limitation of work hours.
2. When a paycheck is held, a "Hold Notice" is sent in lieu of the paycheck.  The Hold Notice explains why the check was held and how the employee may obtain its release.

1. A check may not be prepared due to the following reasons:
   1. Employment data for non-hourly employees was received in the appropriate personnel office after the processing deadline.
   2. Hourly or student employee time reports received after the processing deadline.
   3. Student employee was not registered for the current semester or student authorization was not properly completed.
   4. Graduate assistant was not registered for the current semester.
2. Once the required information and processing are completed, a petty cash check may be obtained per the guidelines below.

1. Academic Employees
   
   When an employee terminates employment prior to the ending date of his/her appointment, the employing department must process the required documents for termination through the Office of Planning and Budgets.  The Payroll Department is notified of terminations for academic employees by the Office of Planning and Budgets.  To avoid an overpayment to the employee, the termination notification should be submitted in sufficient time to allow processing by the Office of Planning and Budgets and the Payroll Department.
2. Support Staff
   1. The employing department must submit a Personnel Action Notice (PAN) form to the Office of Human Resource Services when an employee terminates employment.  Information to be submitted with the PAN form includes the last day worked, number of hours worked on the last day, effective date of termination, vacation balance, and any absences not reported on the most recent attendance report.  The Payroll Department is notified of terminations by the Office of Human Resource Services.  To avoid overpayment to the terminating employee, it is important that the PAN form be submitted in sufficient time to allow processing by the Office of Human Resource Services and the Payroll Department.
   2. The Office of Human Resource Services should be notified by the employing department when a terminating employee requests a final paycheck prior to the scheduled pay date.  The Office of Human Resource Services will then notify the Payroll Department that a final paycheck has been requested.  Any final paychecks released prior to the scheduled pay date should be picked up in the Payroll Department by a representative from the terminated employee's department.

The Fair Labor Standards Act requires that a record of hours worked be maintained for all nonexempt employees.  Faculty, specialists, executive managers, and administrative professionals are exempt under the law.  Records of hours worked should also be kept for employees entitled to overtime based on contractual provisions (administrative professionals in levels 8 - 11).

The "Time Record" (see exhibit 55-G) is an appropriate record for all hourly employees including students.  Other departmental records are acceptable, as long as they record hours worked on a daily basis.

To meet the requirements of the Fair Labor Standards Act, departments must retain time records of hours worked per day and retain these records for a period of four years.  For employees paid on federal work-study accounts or federal contract and grant accounts, time records must be retained for 6 years after fiscal year end.

1. Undergraduate students enrolled for less than 6 credits.
2. Master's level students enrolled for less than 5 credits.
3. Doctoral level students enrolled for less than 3 credits.

1. Support Staff

   1. The name of an employee on the payroll records must be the same as the name indicated on the employee's social security card.
   2. Name changes must be processed through the Office of Human Resource Services by the employee's department on the Personnel Action Notice (PAN). Name changes cannot be made on payroll records until a copy of the changed social security card has been submitted to the Office of Human Resource Services to change the employee's records.
2. Academic - Academic personnel must communicate changes in name by an Address Information Notice (AIN) to the Academic Personnel Records Office.  The AIN should be accompanied by three copies of the employee's social security card.  The Academic Personnel Records Office will forward one copy of the social security card to the Payroll Department and one copy to the Office of Planning and Budgets to change the employee's name in these areas.
3. Students - Students must make name changes at the Registrar's Office, 150 Administration Building.  In addition, a copy of the social security card with the corrected name must be sent to the Payroll Department.
4. Graduate Assistants - Graduate assistants must make name changes at the Registrar's Office, 150 Administration Building.  In addition, a copy of the social security card with the corrected name must be sent to the Payroll Department.

1. Faculty and support staff may update their address through the Faculty-Staff-Retiree Address System.  Student employees and Graduate Assistants may update their address through the Office of the Registrar internet site.
2. Terminated Employees - Terminated employees who wish to have their Form W-2 sent to an address other than the one on file at the time of termination should contact the Payroll Department to change the address to which the Form W-2 is to be sent.

If an error in a social security number is found on any earnings information from the University, the employee should take or send a copy of the social security card to the appropriate personnel office to have the number corrected.  The employee also should send a copy to the Payroll Department so correction of the employee's earnings records can be made with the Social Security Administration.

(NOTE: The information below summarizes significant pay requirements but is superseded by collective bargaining agreements.  See appropriate contracts for details.)

1. Definition
   1. The Fair Labor Standards Act stipulates that nonexempt employees must be appropriately compensated for overtime hours worked.  "Non-exempt employees" are all hourly employees and do not include most faculty, specialists, executive management, administrative professional, and supervisory staff.  Those faculty/academic salaried staff that are considered non-exempt, must be compensated for overtime.  In addition, administrative professionals in levels 8 - 11 are provided overtime pay per their collective bargaining agreements.
      
      Overtime is earned when an employee works in excess of 40 hours in a standard work week or, in certain 7-day-per-week operations, over 8 hours per day and 80 hours in a two-week period.  The standard work week is a 168-hour period which, for the University, generally starts at 12 midnight on Sunday and ends at 12 midnight on the following Sunday.
   2. Hours worked in excess of a standard work day or week by a nonexempt employee should be approved in advance of the work being performed by completing Approval for Overtime Hours for Non-exempt Employees (see Exhibit 55-H).
2. Compensation
   1. Time Off for Overtime Hours
      
      Compensation for overtime hours worked should be handled within the purview of the relevant labor union contract.
   2. Payment for Overtime Hours
      1. For hourly, clerical-technical, and nonexempt salaried employees, overtime must be submitted via eTime on the Biweekly Labor Payroll using the "blank" time sheet form.  Hours reported on the Labor Payroll Time Sheets must be actual hours worked and must be rounded to the nearest tenth of an hour.  Do not increase by 50% the overtime hours worked by employees; the system automatically calculates a time-and-one-half payment.
         
         For student employees, overtime must be submitted via eTime on the Biweekly Student Payroll using either the "pre-populated" or "blank" time sheet form using the STO earnings type and actual hours worked.
      2. eTime time sheets for hourly employees must be approved and ready for export to the Payroll Department by 5:00 pm Wednesday evening. Any “Paper” time sheets are due at 350 Administration Building by 5:00 pm Wednesday evening. When a short week occurs, specific instructions will be issued by the Payroll Department regarding the deadline.
   3. Rate of Payment
      1. Hourly employees should be paid their regular rate.
      2. Overtime Compensation - Under the Fair Labor Standards Act, employers are required to pay “non-exempt” employees overtime compensation at a rate of at least one and one-half times their “regular rate” worked in excess of 40 hours during a given work week.  For purposes of calculating overtime, an employee’s regular rate of pay must include a factor for non-discretionary payments.  Examples of non-discretionary payments include the longevity payment, shift-differential pay and higher-rated job pay.  The Payroll Department will incorporate the longevity payment with respect to overtime paid and payment will be made to employees on an annual basis.  Departments are responsible for including the shift-differential pay and higher rated job pay in their overtime pay on an on-going basis.  Questions regarding the overtime calculation and processing procedures should be directed to the Payroll Department at 5-5010.
      3. Approval of Human Resource Services is necessary when overtime is submitted for administrative professional employees in levels 12 or above; overtime approval must be submitted on a Special Payment Authorization Form (see Exhibit 55-J).

1. Academic Employees - Every department paying individuals appointed in the academic personnel system for part-time work involving teaching or service activities in excess of load needs prior approval of the dean of the college.  Deans should forward a yellow "Additional Payments" form (see exhibit 55-I) to pay overload to the Office of Planning and Budgets for processing.  This type of pay is subject to the Board policy found under Overload Pay in the Faculty Handbook.
2. Support Staff
   1. Michigan State University employees performing services apart from their regular work assignments are considered University employees in such capacity. They may not be processed as independent contractors.
   2. To pay the employee for these services, a white "Special Payment Authorization" form (see Exhibit 55-J) must be submitted to Human Resources for approval.
   3. If approved by Human Resources, services apart from regular work assignments and outside the classification may be compensated at a rate different from the employee's regular rate.  However, nonexempt employees must be appropriately compensated when total hours worked are in excess of 40 hours in a standard work week.

1. Regular, full-time employees who are ordered to temporary active duty for military training will be allowed fifteen (15) days leave of absence.  The University will pay the difference between regular pay and military pay when the military pay is less.  The military pay, which will be supplemented by the University, is the base pay.  The employee must present a copy of the pay voucher from the government to document the amount of military pay received.
2. Military pay will be deducted from regular pay as follows:
   1. Faculty - a copy of the military pay voucher should be forwarded to the Payroll Department.  Payroll will determine the amount to be deducted.  The military pay will be deducted from the next paycheck.
   2. AP and CT - a copy of the military pay voucher should be submitted to the Office of Human Resource Services; they will determine the amount to be deducted and will report the amount to the Payroll Department.  The military pay will be deducted from the next paycheck.
   3. Hourly - a copy of the military pay voucher should be forwarded to the Payroll Department along with a "Paper" Labor Payroll Time Sheet showing the military pay and using the earnings type, "MIL."   The system will automatically deduct the amount of military pay from the employee's gross pay.

For University policy for academic staff, see Academic Personnel Policies - Jury Duty

For University policy for regular support staff, see Support Staff Policies - Jury Duty

Court witness fees paid to University employees must be deposited into the account number 11-0739.  A duplicate receipt is to be sent by the employing department to the Payroll Department where the duplicate receipt will be placed in the employee's file.