Research Foundation


Payroll Policies

  • Absenteeism and Tardiness

    Each employee is responsible for being present during work hours except when an absence is prearranged or unavoidable. When an absence can be anticipated (as for a doctor's appointment), or when an employee desires to use vacation or other time off, he/she is expected to request leave time in advance so that arrangements can be made to cover the work area. When an emergency causes an absence, the employee is responsible for promptly notifying his/her supervisor and keeping him/her informed as to the expected time of return.

    It is the employee's responsibility to notify his/her supervisor (when at all possible) when he/she will be late for work. If an emergency exists and it is not possible to notify a supervisor prior to the late time, the employee must inform his/her supervisor of the reasons for tardiness upon reporting for work. The supervisor may permit late time to be made up during the pay period; however, no time deficits may be carried over from one pay period to the next. Absenteeism or tardiness (whether excused or not) that the supervisor feels is excessive, chronic or unjustified will subject the employee to discipline, up to and including termination.

    Normally, the Foundation defines excessive absenteeism as five or more instances of absence or tardiness in a three-month period. Each instance of absenteeism or tardiness shall be evaluated on a case-by-case basis. If an employee fails to report for work for a continuous period of three days without notification to his/her supervisor, the Foundation will determine that the employee has voluntarily resigned.

  • Meals
  • Overtime

    Government regulations allow supervisors to require employees to work beyond normally scheduled hours.  Although advance notice is given when feasible, this is not always possible.  All Non-Exempt Employees must have written prior supervisory approval before working overtime.  This category includes all employees who are covered by the overtime provisions of the Federal Fair Labor Standards Act and any applicable State laws.  (Please refer to descriptions of Non-Exempt and Exempt Employees for more clarification.)  Because unauthorized overtime is against Foundation policy, employees who work unauthorized overtime are subject to discipline that may include termination.

    The normal work schedule is eight hours per day, forty hours per week.  For purposes of determining which hours constitute overtime, only actual hours worked in a given workday or workweek will be counted:  time off with pay for any reason (e.g., holidays, vacation or sick leave) will not be deemed hours worked when calculating overtime.  The Foundation provides compensation for all overtime worked by non-exempt employees in accordance with state and federal law as follows:

    All hours worked in excess of 8 hours in one workday or 40 hours in one workweek will be treated as overtime.  A workday normally begins at midnight and ends 24 hours later.  A normal workweek begins each Sunday at 12:01 a.m. and ends at midnight the following Saturday.

    Compensation for hours in excess of 40 for the workweek, or in excess of 8 but less than 12 for the workday, and for the first 8 hours on the seventh consecutive day of work in one workweek, shall be paid at a rate of one and one-half times the employee's regular rate of pay. 

    Compensation for hours in excess of 12 in one workday and in excess of 8 on the seventh consecutive workday in a workweek shall be paid at double the regular rate of pay.

    Worked holidays are treated the same as any other day in figuring overtime pay.

    An Exempt Employee will receive full salary for any week in which he/she does any work, in accordance with the pay requirements of the Fair Labor Standards Act.  Exempt Employees may have to work hours beyond their normal schedules, as work demands require.  No overtime compensation will be paid to Exempt Employees.

  • Rest Periods

    An eight-hour shift includes two paid rest periods not to exceed fifteen minutes each.  Rest periods will be awarded on the basis of the total number of hours worked daily, at the rate of one fifteen minute break period for each four hours (or major fraction thereof) worked.  Rest periods need not be provided for employees whose total daily work time is less than three and one-half hours.

    Supervisors are responsible for scheduling appropriate times for rest periods to ensure the efficient operation of the unit.  Rest periods are not to be taken during the first or last hour of the shift or during the hours preceding or following the lunch period, but should be taken as nearly as practical to the midpoint of each work period.  Rest periods are required.

  • Retroactive Pay Adjustments

    1. Prohibitive Retroactive Pay Adjustments

    Retroactive pay adjustments impose significant costs on the Foundation in terms of money, employee relations and administrative time and therefore should be used only on a limited basis. Accordingly, the following types of transactions will no longer be permitted:

    A. Retroactive adjustments dated over 60 days prior to the current pay period.

    B. Retroactive adjustments in a prior tax year.

    2. Allowable Retroactive Pay Adjustments

    There are occasionally compelling business reasons for permitting retroactive pay adjustments. These exceptions will be handled on an individual basis, and will require the approval of one of the officers listed below:

    A. Retroactive pay adjustment dated up to 45 days prior to the current pay period require the approval of the Department Dean for your grant or sponsored program. All other units will require approval by an Executive Director or AVP level.

    B. Retroactive pay adjustments dated from 46 to 60 days prior to the current pay period require the approval noted above AND the University Provost or their designee.

    3. Processing

    It is critical that no commitments regarding the effective date for pay adjustments be made to employees until written authorization is received from the Human Resources and Payroll Departments. Approved pay adjustments will be made as a lump sum supplemental payment to employees. Retroactive pay will be charged against project(s) corresponding to the retroactive dates with the exception of paid time off, i.e.: vacation, sick, etc. The retroactive pay associated with paid time off will also be charged to the project(s) and not against fringe pool.

    4. Fringe Assessment

    The fringe rate will be assessed to the entire retroactive pay amount and charged to the corresponding project(s). This includes any “Paid Time Off” (i.e.: vacation, sick, holiday, etc.) hours that occurred during a retro period calculation.

    5. Justification

    This policy will substantially reduce costs, yet still provide departments the ability to address required pay and classification issues.

  • Work Week Defined

    The standard Foundation workday is 8:00 a.m. to 5:00 p.m., Monday through Friday, with one hour for lunch to be taken approximately in the middle of the workday.  There may be variations in this schedule depending on campus, organizational or project needs as determined by the supervisor or Foundation management.

    For the purposes of determining overtime, the Foundation's workweek normally begins at 12:01 a.m. Sunday and ends at midnight the following Saturday.  A workday begins at midnight and ends 24 hours later.  Other workweeks or workdays may be established as required to meet the work needs of the job or to accommodate an employee's need for a flexible work schedule.  For more information on overtime compensation see "Overtime Eligibility."

    Individual work schedules are set by the Project Director or supervisor.  Project Directors or supervisors have the flexibility to change work schedules of employees in order to better meet the service requirements of the unit.  Where possible, employees will be informed of the alternative schedule, preferably in writing, at least two weeks in advance of the change.

    State and Federal labor laws require that meal and rest periods be given to employees during each workday.  Non-exempt employees are expected to observe their assigned working hours and the time allowed for meal and rest periods.  Exempt employees, as well, are encouraged to take the breaks described below.  Breaks tend to regenerate a person's energy especially after working at a difficult task.  Employees should be encouraged to leave their work area for breaks so they can relax and return to work refreshed. 

New Chico State Enterprises Timesheets

Please see our announcement (PDF) regarding the new Chico State Enterprises timesheets.