- Human resources policy and procedure #30.0
- Working time - for pay purposes
- Overtime
- Supplemental pay
- Pay periods and pay days
- Direct deposit
- Paycheck deductions
- Reclassification of positions
- Human resources policy and procedure #30.0
The University's compensation administration is designed to attract, motivate, and retain employees. It is our further intent to allocate funds for wages and salaries for you and your fellow staff employees in a fair and equitable manner based on evaluations of the work responsibility and on your performance in the job. If you are in a regular position, your position is part of our job classification system. In accordance with specific factors, we have classified your position as either non-exempt or exempt. The pay schedules are periodically revised taking into consideration factors such as pay for similar kinds of work in the local area market, pay of comparable benchmark universities, and availability of funds.
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- Working time - for pay purposes
If you are a non-exempt (hourly) employee, your work week can be thirty-seven and one half hours, or forty hours depending on your department's needs. If you are an exempt employee, normally your work week is a minimum of forty hours per week or more when more time is required to perform the responsibilities of your job.
Kentucky state law defines hours worked as any time a non-exempt employee is suffered or permitted to work, all time spent by an employee in physical or mental exertion, whether burdensome or not, that is controlled, required or permitted (although perhaps not requested) by your employer and pursued necessarily and primarily for the benefit of an employer. Your authorized rest periods of fifteen minutes are paid working time. A meal period when you are completely relieved of your duties is not paid time. The time you spend traveling between your home and the University is not working time. However, time which you spend traveling as a part of your duties is working time. Time when you are available but not working is working time if you are required to be at the University and thus not free to use the time as you please.
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- Overtime
As a non-exempt (hourly) employee, you shall receive your normal hourly rate of pay for up to forty hours worked each week. Therefore, you shall receive your normal hourly rate of pay for time, up to two and one half hours, which you may work in addition to your normal work week of thirty-seven and one half hours. You shall receive the overtime rate for hours in excess of forty for any work week.
As a non-exempt employee, you shall be compensated for overtime in that you shall receive time and one half your normal rate of pay for the hours you work in excess of forty hours. For budget purposes, your supervisor may adjust your scheduled work hours to accommodate previous overtime pay.
All overtime work shall be authorized in advance by the appropriate official. All paid time, except for accrued temporary disability leave, is counted as hours worked for purposes of computing eligibility for overtime. Unless authorized to work overtime, you may not work any hours in excess of your regularly scheduled work time.
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- Supplemental pay
We recognize the need for supplemental pay for some specifically designated positions and/or for hours of work which may be in periods of time or in circumstances other than those considered normal. The Human Resources Office is responsible for establishing and administering supplemental pay policies.
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- Pay periods and pay days
Receipt of your first paycheck in a timely manner depends upon the submission of proper forms by your department. Information for completion of these forms, such as current address and number of dependents, must be supplied by you.
UK employees receive paychecks bi-weekly, every other Friday, for a total of twenty-six paychecks per year. The end of a bi-weekly pay period is Saturday. Hours worked in each two week pay period are recorded in SAP by the department. Time sheets for bi-weekly employees are completed on alternate Fridays.
Many exempt employees are on a monthly payroll schedule and receive a total of twelve paychecks annually. Monthly-paid employees receive paychecks on the last working day of each month. When the last day of the month falls on a Saturday or Sunday, the paycheck is issued on the preceding Friday.
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- Direct deposit
Direct Deposit is required for all new employees. If you were employed by the University of Kentucky prior to this requirement, you have the option of requesting your net pay be directly deposited to your personal bank account via the Automated Clearing House (ACH) electronic payment delivery system.
The University permits you to designate any commercial bank, savings and loan institution and/or credit union which is a member of the National Automated Clearing House Association (NACHA). If you select direct deposit, you will receive a statement of earnings each pay period.
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- Paycheck deductions
With your paycheck is a check stub which lists gross pay, the amount and purpose of each deduction, and net pay after deductions are made. In addition to federal income tax, social security, Kentucky income tax, and city occupational taxes, other deductions may be made for retirement; life, health and accident insurance, parking, charitable contributions to the University, payments to the UK Credit Union, U.S. Savings Bonds, Spindletop Club, the Hilary J. Boone Center, and contributions to the United Way. Questions regarding your paycheck may be discussed with your supervisor.
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- Reclassification of positions
We recognize that your job may change in work content or responsibilities. Therefore, we may review and evaluate your position when substantial changes occur. Such a review and evaluation shall be requested by your department, with all appropriate approvals, and shall be conducted in a manner to maintain equity.
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