Wage & Salary Policies

It is Kenyon College's desire to pay wages and salaries that are competitive with other employers in the marketplace in a way that will be motivational, fair and equitable, variable with individual and college wide performance and in compliance with all applicable statutory requirements.

You are employed by Kenyon College and will be carried directly on our payroll. No person may be paid directly out of petty cash or any other such fund for work performed. The only exception to this policy is where a contract relationship exists with a bona fide independent contractor.

Kenyon College applies the same principles of fairness and external comparability to all employees, regardless of age, ancestry, national or ethnic origin, organizational level, race, religion, sex, sexual orientation or disability that does not prohibit performance of essential job functions.

Basis for Determining Pay for Non-exempt Staff

Your pay is influenced by three factors:

1.The nature, scope and classification of the job

2.What similar employers pay their employees for comparable jobs

3.Individual performance

Classification of Non-Exempt Staff Positions

Through a process called position evaluation and classification, the knowledge and skill, work difficulty and autonomy, contacts, scope of responsibility and degree of impact for each non-exempt job at Kenyon College are compared. The result of the evaluation determines which non-exempt staff range the position is assigned to. There are currently five (5) non-exempt position ranges with range 5 being the highest and range 1 the lowest. Minimum and maximum salaries are assigned to each range. Job evaluation is independent of any employee or his/her performance.

Once jobs are assigned a classification level, jobs are compared (when possible) with external market data. Each job is assigned to a range (level I through V), all of which have minimum and maximum rates of pay. Periodically Kenyon will examine the market conditions to ensure ongoing comparability. Changes in pay ranges will be made as needed and as the college will decide, to maintain market comparability.

An individual's pay within this range will depend on his/her sustained performance over time. Each year, every employee will normally have a performance review with his or her supervisor. During that review, significant performance events that occurred throughout the year will be discussed. The overall performance rating will influence the wage/salary adjustment. Through individual performance and by increasing job responsibilities and moving to higher level jobs, you may have significant impact on your pay.

Comp Time

Kenyon does not have a "comp time" policy. When occasional Saturday work is required, it is intended, when possible, to adjust work schedules so that employees can take an equivalent number of hours off prior to the scheduled additional Saturday hours. Please note that this MUST be done in the same work week and is subject to all sick, personal, family and vacation time policies.

Deductions From Paycheck (Mandatory)

Kenyon College is required by law to make certain deductions from your paycheck each time one is prepared. Among these are your federal, state and local income taxes and your contribution to Social Security as required by law. These deductions will be itemized on your check stub. The amount of the deductions may depend on your earnings and on the information you furnish on your W-4 form regarding the number of dependents/exemptions you claim. Any change in name, address, telephone number, marital status or number of exemptions must be reported to your supervisor and the Payroll Manager immediately, to ensure proper credit for tax purposes. The W-2 form you receive for each year indicates precisely how much of your earnings were deducted for these purposes.

Any other mandatory deductions to be made from your paycheck, such as court-ordered attachments, will be explained whenever Kenyon is ordered to make such deductions.

Note: See "Wage Assignments (Garnishments)" later on in this section for further information.

Deductions (Other)/Direct Deposit

It may be possible for you to authorize Kenyon to make additional deductions from your paycheck, such as for C.E.S. Credit Union loan payments, United Way donations, donations to Kenyon College gift and endowment funds, etc; or to deposit your paycheck directly into your savings or checking account at a participating bank. Contact the Payroll Manager in the Accounting Department for details and the necessary authorization forms.

Error In Pay

Every effort is made to avoid errors in your paycheck. If you believe an error has been made, tell your supervisor immediately. He or she will take the necessary steps to research the problem and to assure that any necessary correction is made properly and as promptly as possible.

Overtime Pay for Non-exempt Staff

From time to time, it may be necessary for you to perform overtime work in order to complete a special project or to cover unforeseen absences. Overtime is costly and the College relies on its supervisors to exercise discretion in approving additional hours. Overtime should only be necessary in special circumstances, not to complete the daily routine. When it is necessary to work overtime, you are expected to cooperate as a condition of your employment.

If you are a "non-exempt" benefits eligible employee and you perform overtime work, you will be paid one and one-half (1-1/2) times your regular hourly wage for any time over eight (8) hours per day or forty (40) hours per week that you work.(Note: The College does not pay overtime for hours worked in excess of eight (8) hours per day AND hours worked in excess of forty (40) in the SAME workweek.) If, during that week, you were away from the job because of a job-related injury, paid holiday, jury duty, vacation taken in single-day increments, or paid sick time, those hours not worked will be counted as hours worked for the purpose of computing eligibility for overtime pay.

If you are a non-exempt employee NOT eligible for benefits, you will only be paid time and one-half for any hours worked in excess of forty (40) per week.

When a non-exempt, benefits eligible employee is required to work on a holiday or a Sunday that is not part of the employee’s regular work schedule, Kenyon will pay double the employee’s normal hourly rate for the hours worked. For more information, see "Work Performed on College Holidays or Sundays" later in this section.

Pay Cycle for Hourly employees

Pay periods are bi-weekly (26 pay periods per year.) Payday is normally on every other Friday. An annual payroll schedule, indicating the date and time payroll cards are due and the date the hourly employee will be paid, is circulated to each department at the end of the calendar year.

Pay Cycle for Salary employees

Salaried employees, both exempt and non-exempt, are paid on the last working day of each month.

Changes will be made and announced in advance whenever College holidays or closings interfere with the normal payday.

Pay Periods & Hours

Our payroll work week begins on Monday at 12:01 a.m. and ends on Sunday at 12:00 midnight.

Paycheck Distribution

All new employees fill out a "Payroll Distribution Form." This form includes an authorization agreement for automatic deposit of your payroll check. If you sign up for direct deposit, you will still receive a direct deposit voucher on payday which indicates your current and year to date earnings, etc., similar to a paycheck stub.

You may choose and indicate on the form whether you would like to have your check direct deposited (your voucher is sent to your campus mail address) or if you would like to have your paycheck held in the Accounting Office. You may pick up your paycheck in the Accounting Office on payday. You may also designate another person (in writing, on the distribution form) who is authorized to pick up your paycheck.

Please contact the Payroll Manager at extension #5144 if you have any questions or need to change the information on the distribution form.

Percentage Increases - Part Year New Employees

Annual increases for new employees will be based on the time during the fiscal year that they were hired. If a new employee was hired during April, May, or June of the fiscal year, they will not receive a pay increase on July 1. If a new employee is hired during January, February, or March they will receive 50% of the benchmark increase if appropriate. If an employee is hired during the first half of the year, July through December, they will be evaluated like all other employees and receive the benchmark increase if appropriate.

Reevaluations of Non-exempt Staff Positions

The purpose of this procedure is to determine if a non-exempt position has been assigned to the correct classification within the staff classification system. The duties should have changed substantially before a request for reevaluation is considered. The reevaluation process focuses only on the duties and responsibilities of the position as the needs of the department, division and College have changed. The incumbent’s performance in meeting the requirements of the position is not relevant to the reevaluation procedure.

Procedure and Schedule for Reevaluation of Non-exempt Positions

The employee or supervisor may submit a request for a position reevaluation to the appropriate member of senior staff. If the senior staff member denies the supervisor’s or employee’s request for reevaluation, the reclassification process ends. If the senior staff member approves the request, he or she asks the Director of Human Resources to send a position analysis questionnaire to the employee. The form is completed by the employee and sent to the employee’s supervisor and the appropriate member of senior staff for final approval.

Reevaluations of non-exempt positions occur when requested. After reviewing the questionnaire, the director will contact the employee, supervisor and/or the senior staff member personally for clarification of the information provided, if needed.

The Director of Human Resources will rate each position according to the five following factors:

1) Knowledge and skill

2) Work difficulty and autonomy

3) Contacts outside the normal reporting relationships

4) Scope of responsibility

5) Degree of impact the position has on the success of the College

Each factor has subfactors and each of those subfactors has a specific number of points assigned to it. The ratings are tallied and the Director of Human Resources assigns the appropriate classification levels and salaries. The conclusions will then be presented to the President for discussion and affirmation of results.

Positions will not be assigned to a lower classification as a result of this process. In the event scores indicate a position should be assigned to a lower classification, that position will be lowered to the proper classification when it is next vacant. Incumbents holding positions that have been reclassified to a higher classification will be effective at the beginning of the next fiscal year. New positions will be classified by the Director of Human Resources with the approval of the President.

Severe Weather Policy

Except for emergency personnel, benefit eligible employees will be granted an excused absence with pay ONLY when a LEVEL 3 Snow Emergency has been declared by the Knox County Sheriff’s department or when such an emergency has been declared by the Sheriff’s department in the county in which you live or if a determination is made by College officials to send non-emergency employees home and/or cancel classes. If time is missed due to any other weather conditions OR the local school district in which the employee resides is closed, in order to be paid, the time must be made up or a personal or vacation day must be used. If you choose to make up the time, it must be done within the same pay period or within 30 days of the absence. If you are unsure as to your status as an emergency employee, please consult with your supervisor.

Radio and television news media regularly announce when snow emergencies have been declared. Employees should monitor those sources to determine if an emergency has been declared, and if so, the level of the emergency. If those sources are not available, please contact the Office of Security & Safety at 427-5000. Also, any level 3 Snow Emergency that is in effect at the start of your shift (for most persons this would be 8:30 a.m.), shall be considered in effect for the entire shift regardless as to when the emergency is actually canceled.

Termination Pay

Kenyon College hopes and expects that you will give at least two weeks notice in the event you intend to leave our employ. A non-exempt staff employee may submit a written notice of resignation to his/her supervisor a minimum of ten working days prior to the date of departure. The employee will be paid for any unused and earned vacation providing he/she works the entire ten working days, in consecutive order, that are stipulated in the resignation. You may not use vacation, sick, personal or any other type of paid time to cover the 10 day working requirement. A non-exempt employee who separates from employment at Kenyon and who has not yet completed one full year of service will not receive any vacation pay upon termination. The vacation time will be paid with the final paycheck, if possible, as specified under "Vacations" in the "Benefits" section of this Handbook.

An exempt administrative employee should submit a written notice of resignation to her or his supervisor three months prior to the proposed resignation date. Any applicable unused vacation time will be paid with the final paycheck, if possible. If an exempt administrative employee resigns mid-year, any vacation paid will be pro-rated based upon the time worked between July 1 and the resignation date.

Time Sheets/Attendance Cards/Records

By law, Kenyon is required to keep accurate records of the time worked by non-exempt staff employees. This is done by either yellow time sheets (hourly) or white attendance cards (salary).

If you are paid hourly, your yellow time sheet is the only way the payroll department knows how many hours you worked and how much to pay you. Your time sheet indicates when you arrived and when you departed. Please make sure that your time card is signed by your supervisor and turned in by the payroll deadlines. If you have questions, please contact the Payroll Manager at Extension #5144.

Salaried non-exempt employees are required to complete a white attendance card. These attendance cards are forwarded to the Office of Human Resources on a bi-monthly basis for the purpose of tracking hours and, if eligible, sick, personal, vacation and other types of paid time.

Any overtime worked must be approved in advance and marked on the employee’s white attendance card (salary) or yellow time sheets (hourly) along with the reason for the extra hours. Salaried employees who work overtime prior to the eighteenth (18th) of any given month can forward their attendance card (with appropriate approvals) to the Office of Human Resources and be paid for the overtime at the end of the current month. Due to payroll deadlines, salaried employees who work overtime after the eighteenth (18th) of the month will be paid for the overtime at the end of the next given month.

You are responsible for your time sheets and attendance cards. Remember to record your time. If you have made an error on your card, your supervisor must initial the correction.

No one may record hours worked on another's card. Tampering with another's time sheet or attendance card is cause for disciplinary action, including possible dismissal, of both employees. Do not alter another person's record, or influence anyone else to alter your record for you. In the event of an error in recording your time, please report the matter to your supervisor immediately.

Wage Assignments (Garnishments)

We hope you will manage your financial affairs so that we will not be obligated to execute any court-ordered wage assignment or garnishment against your wages. However, whenever court-ordered deductions are to be taken from your paycheck, you will be notified.

Note: See "Deductions From Paycheck (Mandatory)" earlier in this section for further information.

Work Performed on College Holidays or Sundays

Benefit eligible "non-exempt" employees who work on a College holiday will receive their normal wages for the paid holiday, plus they will be paid their double time rate for hours worked on the College holiday regardless of the number of hours they work that work week.

When a holiday falls on a day that is NOT a College designated holiday, and that day is part of the employee’s regular schedule, the employee will only receive straight time pay. Example: The employee is scheduled to work on Sunday, Christmas Day. The College designated holidays for Christmas are Monday and Tuesday. In this case, the employee working Sunday, Christmas Day, would receive straight time for Sunday and holiday pay for Monday and Tuesday. To receive payment for a College designated holiday, benefit eligible non-exempt employees must be scheduled to work on the day the holiday falls.

The only exception to this rule is for Kenyon College Bookstore Cashiers and Security and Switchboard personnel who will receive holiday pay for either the College designated holiday or the calendar holiday (if the College designated holiday and the calendar holiday are different.)

Benefit eligible non-exempt employees who work on Sundays (when they are NOT part of their regular work schedule) will be paid their double time rate for hours worked on that Sunday regardless of the number of hours they work that work week.

Note: See "Holiday Policies" in the "Benefits" section of this manual for further information.