HUMAN RESOURCES

WConnect

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/COMPENSATION POLICY 

  1. Please refer to IHL Policy 401.0103 regarding additional compensation for Executive Officers with IHL Board contracts.       
  2. Due to FLSA requirements for overtime compensation, non-exempt staff are not allowed to have additional University employment.
  3. Non-exempt staff who work more than 40 hours per week within their regular job duties or additional duties assigned by the department are compensated at time and one half in either compensatory time or overtime wages, in accordance with the Overtime Policy. In extenuating circumstances and only with prior approval by the department head, Supervising President’s Cabinet, and Human Resources, non-exempt staff may work additional hours for another department. The employee’s current department must agree to be responsible for compensatory time and/or applicable overtime based on the above referenced Overtime Policy.
  4. Exempt staff, without IHL Board contracts, can be paid for additional services rendered to the University provided the services fall outside the scope of their regular 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. Non-teaching work should not be performed for the supervisor/department head for whom the staff member regularly works. The employee must complete a Justification of Additional Duties form, signed by their supervisor, prior to working. 
  5. If the services or work sought are the same type of services which the exempt 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.
  6. Compensation from grants, sponsored projects/programs or other external funding is normally paid as a portion of the employee’s institutional base salary. Institutional salaries paid by external funding sources should be consistent with like positions that are not externally funded. Federal rules and regulations, including the Uniform Guidance (UG) 2 CFR §200, do not allow for an individual’s institutional base salary to be increased as a result of grant funding. These federal rules and regulations also restrict the payment of overload, bonus, or other supplemental payments outside the individual’s base salary.
    In general, external funds are not to be used to augment an employee’s salary. Some exceptions may apply contingent upon the rules and regulations of the external funding source:
    1. Exempt, full-time staff may receive additional compensation for incidental activities/task assignments if the grant-related activities are (1) clearly unrelated to their current duties as demonstrated by the employee’s job description or other documentation; (2) are performed outside of the employee’s regular work hours; and are (3) a one-time activity or a temporary activity of short duration.
    2. Non-exempt, full-time staff work who more than 40 hours may receive compensatory and/or overtime pay per the Overtime Policy. Compensatory and/or overtime pay will be charged to the department and may not be charged to the external funding source.
    3. Full-time faculty may be eligible to receive additional compensation if the grant-related activities (one-time activity or temporary activity of short duration) are for (1) intra-university consulting or for (2) incidental activities if it can be clearly demonstrated that the work is in addition to the duties detailed in the appointment contract and faculty workload.
  7. 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.
  8. All PAFs or purchase requisitions must be approved before the services are rendered.
  9. University policy does not allow employees to be paid as independent contractors even if the services performed are completely unrelated to the employee’s regular job duties.
  10. 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.
  11. 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 (FLSA) commonly known as the Wage and Hour Law. “Non-exempt” employees are eligible for overtime or compensatory time while “exempt” employees are not eligible for overtime or compensatory time. Under FLSA, exemption status is determined by salary basis, salary level and job duties. Generally, all faculty are “exempt” from the Wage and Hour Law, under the teacher exemption. Executives, other professional, and administrative staff can be exempt if they meet the FLSA job duties and salary requirements. (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. Non-exempt employees are required to maintain a timekeeping record each day which accurately reflects all regular and overtime hours worked, applicable leave used, late arrivals and early departures. All hours worked outside of the normal business day should also be recorded. Non-exempt employees are prohibited from performing any off-the-clock work (work performed but not reported) or engaging in work activities on a volunteer basis.

It is University policy to provide compensatory time in lieu of paid overtime for all non-exempt employees who work over 40 hours in a workweek, with the exception of the police department and some facilities positions. Any non-exempt employee who does not receive compensatory time will be paid in overtime wages.

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, the employee will be paid for the compensatory time balance at the current rate of pay.  

When an employee transfers to another University department, the employee must be paid for all accrued compensatory time by the department in which it was earned and at the hourly rate of pay at the time of transfer. 

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.