DHP. Definitions of Payroll and Personnel Actions


This policy is to define various terms and actions that affect employee status and pay.

1. Promotion is advancing from one job to another of higher classification or increasing responsibilities in the present position. The President must approve any pay changes.

2. Demotion is reducing an employee's current assignment to one of lesser responsibility and/or complexity. The President must approve any pay changes.

3. Transfer is moving an employee from the jurisdiction of one department to that of another.

4. Suspension is a disciplinary action by which an employee is not permitted to work for a predetermined period of time. The President will determine when a suspension is with or without pay.

5. Termination/Non Renewal removes an employee from the payroll and may be voluntary or involuntary.

a. Voluntary terminations include resignation, retirement and disability.
b. Involuntary termination or dismissal of contract employees only includes dismissal for failure or inability to satisfactorily perform assigned duties.
c. Non-Renewal is the decision not to offer an employee further employment with the district (college) beyond the term of the contract. Non-renewal can be based on any or no reason.
d. Involuntary termination of at will employees is the decision to discontinue employment status for any or no reason.

6. The Work Week for overtime\compensation time calculations begins at 12:00 a.m., Sunday, and ends at 11:59 p.m.., Saturday.

7. South Plains College requires prudent time and work load management techniques be exercised by supervisors to avoid the necessity of overtime work. It is recognized that there are certain periods throughout the year during which over time may be unavoidable such as:

1. Registration.
2. In-Service.
3. Annual Audit.
4. Special Events preparation.

During such times, prudent judgment in over time authorization must be exercised.

Overtime pay policy for employees includes the following principal elements:

A. Non-exempt employees will be paid straight time for all hours worked through forty (40) hours in one work week.

B. Non-exempt employees will be paid time-and-one-half for hours worked in excess of forty (40) hours in one (1) work week.

C. Employees who work on a College holiday will receive overtime pay at time-and-one-half their regular rate for hours worked and will receive eight (8) hours straight-time pay for the holiday.

D. Only hours actually worked will be used to calculate overtime pay. Paid time off for holidays, jury duty, vacation, sick leave or any leave of absence will not be considered "hours worked."

E. Overtime worked by non-exempt employees must be authorized in advance by the immediate supervisor.

F. Compensating time in lieu of overtime pay may be granted only by the President of the College. Requests for compensating time in lieu of overtime pay must be submitted in writing to the Office of the President.  If approved by the President, the employee will accrue compensatory time at the rate of one and one-half hours for every hour worked over 40 in the workweek. Approved compensatory time is subject to a maximum accumulation of sixty (60) hours and must be expended by the end of the succeeding calendar quarter. Any compensatory time not expended in the succeeding calendar quarter will be paid to the employee as regular overtime. The rate of pay will be one and one-half times the employee’s current rate or rate in effect during the period of earned overtime whichever is higher.

8. Overload Pay is paid to employees who instruct credit courses additional to their regular schedules as approved by the appropriate Dean or Provost.

9. Calendar days when used for pay for time not worked, calculations consider Saturdays, Sundays, holidays, spring and fall breaks.

10. Accumulated unused sick days and earned unused vacation days, when calculating pay for time not worked because of disability, do not include Saturdays, Sundays, paid holidays and spring and fall breaks.

 Amendment: Revision
Authorized By: Dr. Robin Satterwhite
Nature of Revision: Content
Date Issued: 9/11