Administrative Manual - 206 Work Schedules and Pay

206.03 Pay

CALCULATION OF GROSS BASE PAY PER PAY PERIOD
1. The gross base pay for a salaried full-time employee, who is on pay status for an entire pay period, is 1/24 of the employee's annual salary.
2. For scheduled, part-time, half-time or more, exempt employees the annual salary rate used is the actual paid annual salary (annual base salary times work schedule expressed as a decimal).
3. All nonexempt and casual employees and exempt, part-time, less than half-time employees are paid for all hours actually in a pay status during the pay period. However, all exempt employees, except casual employees, may not be paid for more than 40 hours per week.
4. The gross base pay of a salaried full-time employee who is not on pay status for an entire pay period is calculated according to the following formula:
  
  ( Number of hours in a pay status
  Compensable hours in pay period ) x 1/24 of annual salary
5. For part-time, half-time or more, exempt employees the annual salary used in the calculation will be the actual paid annual salary (annual base salary times work schedule expressed as a decimal).
SHIFT DIFFERENTIAL
1. Nonexempt Employees
  1. A shift differential shall be paid to each nonexempt employee required by management to work an assigned swing or owl shift, or a combination of the two.
  2. The shift differential for the swing shift shall be 7.5% of base pay.
  3. The shift differential for the owl shift shall be 15% of base pay.
  4. An eligible employee who works an overlapping shift shall be paid the shift differential for the shift during which most of the time is worked.
  5. Shift differential for nonexempt employees shall be included in calculation of pay only for actual hours worked, including overtime, on swing or owl shift, and for holidays, provided the employee is eligible for holiday pay and would have worked a shift that made him/her eligible for shift differential.
2. Exempt Employees
  1. A shift allowance is paid to each exempt employee who is required by management to work an assigned half-rotating or full-rotating shift and who meets the following eligibility criteria:
    1. The employee's position shall not be classified higher than a level II in the employee's respective exempt classification series.
    2. The employee shall be scheduled to work the half-rotating or full-rotating shift schedule for a minimum of four months in a six-month period from the effective date of the shift assignment.
  2. The shift allowance for the half-rotating shift is 5% of base pay.
  3. The shift allowance for the full-rotating shift is 10% of base pay.
  4. Shift allowance for exempt employees is included in payment for all types of paid leave.
OVERTIME PAY
Overtime pay shall be paid to a nonexempt employee for each hour actually worked in excess of 40 hours in a payroll week.
1. Overtime is a requirement, not an entitlement. All overtime work shall be scheduled in advance by the supervisor.
2. The overtime pay rate is calculated by multiplying the straight time rate by one point five. The straight time rate used in this calculation shall be the rate for the assigned shift.
3. Only actual work time and paid holiday hours are used to calculate hours worked for overtime purposes. Paid leave hours do not count toward time worked for this purpose, except for hours spent as a witness for the U.S. Government when approved by DOE.
ON CALL AND OFF-SHIFT CALL IN
1. On Call
  1. Certain nonexempt employees are required to remain on call, via phone or pager, during specific periods outside their regular work hours (normally evenings and weekends). On-call duty is usually on a rotating schedule with other staff members.
  2. On-call rotation schedules are based on the needs of the Lab and dependent on available staff in any given group. However, individual needs will be accommodated, if possible, when schedules are developed and the health, safety and well being of staff members shall always be a key factor.
  3. Nonexempt employees officially on on-call status must be able to return to the Lab within one hour, if required. They are permitted to pursue personal activities of their choice while on call; but if they are required to return to the Lab, they must do so in a condition which permits unimpaired performance of assigned duties.
2. Off-Shift Call In
  1. Work time for on-call employees is defined as:
    1. Time dealing with a work-related problem on the telephone rather than being required to come in to the Lab; telephone time in excess of and in increments of 15 minutes (1/4 hour) shall be counted as time worked;
    2. Travel time from their offsite location to the Lab, if required to come in; door to door travel time to a maximum of thirty (30) minutes each way shall be counted as time worked;
    3. Work at the Lab when called in.
  2. Some nonexempt employees who are not on a formal on-call rotation may be called in to the Lab to assist with emergency situations requiring their specialized knowledge. In such cases, the employee shall return to the Lab if at all possible, even though he/she is not officially in an on-call status. All guidelines for compensation described in this section shall apply.
  3. Nonexempt employees whose on-call responsibilities require that they return to the Lab to work shall be paid for two hours or the actual hours in travel or work, whichever is greater. This applies only to call-in situations, and not to scheduled or shift-lengthening overtime.
  4. If the actual call-in work time is less than two hours but the employee is paid for two hours, only hours worked shall count in calculating overtime. If actual call-in work time equals or exceeds two hours, work and travel time shall count as hours worked in calculating overtime.
HOLIDAY PAY
1. All eligible full-time employees are paid 8 hours of holiday pay.
2. Paid holiday hours count as time worked for purposes of determining overtime for nonexempt employees.
3. Part-time, half-time or more employees who are eligible to receive holiday pay are paid for the holiday at the proportionate ratio of their regular work schedules. Example: a one-half-time employee would be paid for a holiday according to the following formula: 8 hours of holiday pay x .5 work schedule = 4 hours of holiday pay.
4. The section of this manual entitled Holidays contains information on eligibility for holiday pay.
PAY DISTRIBUTION
1. Paydays
  Paydays are semimonthly, covering the periods from the 1st through the 15th and from the 16th through the last day of the month. Each employee will be paid approximately two weeks after the time sheet for the preceding pay period that has been turned in to the Finance Department. Pay disbursements are made at the end of the month and on the fifteenth of the month respectively, or, if these days fall on a weekend or holiday, on the preceding full business day.
2. Direct Deposit
  Employees must have their paycheck deposited directly into an account of a financial institution of their choosing. Completion of a form, issued by the Finance Department, is necessary to have pay deposited directly.
3. Required Payroll Deductions
  The regular gross payroll check is subject to the following deductions:
  1. Combined Taxes
    Federal income tax withholding, state income tax withholding, and social security taxes (FICA) are deducted from each payroll check and shown separately on the earnings statement.
  2. Retirement (eligible employees only)
4. Employee Discretionary Benefits
  Eligible employees may have the following deducted from their payroll checks:
  1. Medical and dental premium contributions
  2. Short term disability premiums
  3. Health club dues
  4. Supplemental life insurance premiums
  5. Supplemental retirement contributions
  6. United Way campaign contributions
  7. Dependent care plan contributions
  8. Health care plan contributions

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Administrative Manual - 206 Work Schedules and Pay

206.03 Pay