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Premium Pay Practices

Call-In Pay

Applies To: All Non-Exempt Employees

Employees who are asked to perform unscheduled work in an emergency receive a minimum of four hours pay at the applicable rate. This applies to work done on campus and work done from home.

Paid time in these and all other instances begins when the employee begins to work.

The employee should record the exact time worked. If the employee works less than fours hours, the supervisor will enter their time worked into Kronos and will then choose the ‘Call-In’ pay code to calculate the balance of the four hours. If the employee works four or more hours, the exact hours worked should be entered into Kronos to be paid at the applicable rate.

Double Time

Applies To: All Regular Non-Exempt Employees

Any hours worked on the seventh consecutive day of the pay week which are also in excess of forty for that week, are paid at twice the current hourly pay.

Emergency Closing/Pay Policy

Applies To: All Regular Employees

In the event of an emergency which affects the functioning of the Institute (e.g., severe weather, water line breakage, electrical outages, heating/boiler shutdown), every effort will be made to inform RIT employees prior to the beginning of the work day regarding the cancellation of day or evening classes. In the case of severe weather conditions, the safety of the faculty, staff, and students will be a major factor considered whenever a decision to close the Institute is under review.

All employees who are not required by their departments to work when the Institute is officially closed for a storm or emergency will be excused and will receive regular pay for the normal hours of work that day.

Those employees who are required by their departments to work, even though the Institute is officially closed for a storm or emergency, will be paid at two times their regular pay rate for the hours worked. If employees report as required but are excused earlier than usual, the balance of the time not worked will be excused and will be paid at their regular rate.

Employees who do not report as required will take the time for that day as vacation, or may be excused without pay on the recommendation of their department. Up to two hours of lateness will be excused with pay if employees report but are late in reporting to work due to the emergency. If at all possible, employees should notify their department that they have been delayed but will report as soon as possible.

State of Emergency: If there is a state of emergency in any of the surrounding counties and Monroe County is not affected by the emergency, non-exempt employees who live in those counties and who are unable to report to work will be considered excused without pay. If the employee has unused vacation time, he/she can choose to take the excused time as vacation. In addition, if a town or village within Monroe County declares a state of emergency, the same pay procedure would apply.

Procedure

Institute closings are limited to extremely severe conditions and are decided by the Vice President of Finance and Administration in consultation with the President and/or Vice President of Academic Affairs.

Should an Institute closing be deemed necessary, effort is made to broadcast announcements on radio and television stations by 6:00 a.m. (in the case of day school classes) and by 2:30 p.m. (for evening programs).

Employees of the Dining Services, Facilities Management Services, Public Safety and Housing Departments receive reporting instructions through their respective administrative units.

Holiday Pay

Applies To: All Regular Non-Exempt Employees

Non-exempt staff employees who are required to work on an Institute observed holiday receive 1 1/2 times the base hourly rate for any hours actually worked, and also receive straight time pay for the holiday.

The observance may or may not coincide with the date of the actual holiday. (e.g., if Independence Day falls on a Sunday, the Institute observance generally occurs on Monday, July 5). When this situation occurs, the employee receives holiday pay for the observed holiday and regular pay (with Sunday premium if applicable) for the actual holiday.

The Christmas and New Year's holidays are, however, exceptions to the above. If Christmas Day and New Year's Day fall on Saturday or Sunday, the employee receives holiday pay for the observed holiday and 1 1/2 times the regular hourly rate for hours worked on December 25 and January 1.

Time record should be marked as follows (The example given is for a standard forty (40) hour week position.):

  1. Show hours worked plus the number of hours the employee normally works on that day. (e.g., 8 + 8H). For total weekly hours, show 40 regular and 8 O.T.

In the event that an employee is not regularly scheduled to work on an Institute observed holiday and does work, the employee will be paid straight time pay for the holiday which does not count towards the overtime.

Overtime

Applies To: All Regular Non-Exempt Staff and Temporary Employees

All overtime should be approved in advance by an employee's immediate supervisor or department head. Since the premium paid for overtime work is a significant cost to the Institute, authorization is generally limited to unusual circumstances. Overtime pay equals 1 ½ times the employee's hourly pay rate and applies:

Overtime compensation is paid whenever the weekly total of hours worked exceeds 40. Excused absences, sick leave days, and emergency pay hours are not counted toward 40 hours for overtime purposes. Holidays and accrued vacation days taken during the week do, however, count toward the full 40 hours overtime basis, with the exception of holidays which fall on "weekends" (i.e., the two days off at the end of the employee's work week) for those employees working unusual work weeks. (e.g., if the employee's work week is Wednesday through Sunday, his/her "weekends" are Monday and Tuesday.)

Holidays which fall on the "weekend" for those employees are not counted toward weekly overtime as they would be if they fell on one of the employee's regularly scheduled work days. The employee is, however, granted an additional day's pay at straight time for that pay period.

Schedule Work Outside of Regular Hours

Applies To: All Non-Exempt Employees

When employees have a scheduled work assignment which is not continuous with their regular hours, they receive a minimum of two hours pay at the applicable rate. (NOTE: "Scheduled work" is an assignment made with at least 24 hours notice to the employee.)

The employee should record the exact time worked. If the employee works less than two hours, the supervisor will enter their time worked into Kronos and will then choose the ‘Addtl Sched Hrs’ pay code to calculate the balance of the two hours. If the employee works two or more hours, the exact hours worked should be entered into Kronos to be paid at the applicable rate.

Shift Premium

Applies To: All Regular Non-Exempt Employees

Some units on campus are required by their nature to routinely operate more than one shift or outside the regular university office hours schedule.

Please go to the following Payroll Office website for specific information regarding the payment of a shift premium.

Sunday Premium

Applies To: All Regular Non-Exempt Employees

Work performed on Sunday is paid at 1 1/2 times the regular hourly rate. Sunday premium is not paid for vacation, sick leave, or holidays.