/Institutions/Vernon-College/json/2023-2024/Employee-Handbook-local.json

/Institutions/Vernon-College/json/2023-2024/Employee-Handbook.json

Payroll Procedures

SALARY PAYMENTS:

Twelve-month contract employees will be paid monthly on the basis of 1/12th of their annual salary. 

Faculty on nine-month contracts will be paid on a monthly basis of 1/12th of their annual salary. 

Faculty on ten-month contracts will be paid on a monthly basis of 1/12th of their annual salary. 

Twelve- month physical plant employees, college work-study students, and other student workers will be paid twice per month. 

All payroll is prepared in the Business office and funds are made available on the fifteenth day of the month and the last working day of each month through direct deposit.

DEDUCTIONS:

Retirement Plan - See Sect. D

Health Plans - See Sect. D

Optional TDA/TSA

Social Security: VC employees do not participate in the social security plan.

MetLife Retirement Plan (part-time employees)

WITHHOLDING TAXES: All salaries and wages will be subject to the Federal Withholding Tax provisions, and such will be withheld on the basis of information furnished by the employee on the W-4 form.

PAY RATES AND PAY CALCULATIONS FOR EMPLOYEE GROUPS:

1. Faculty annual contract amounts are determined by placement on the Faculty Salary Schedule. See Appendix I.
2. Placement on the Faculty Salary Schedule is based on the number of years of service with VC and the highest earned academic degree in the faculty members teaching field.
3. Classified employees annual contract amounts are determined by the approved entry level salary for the grade of the position for which they have been employed.
4. Classified staff annual increases are based on the approved Classified Salary Schedule and/or a percentage approved by the Board.
5. Administrative employees initial contracted salary is determined by the amount appropriate for the position’s duties, responsibilities, and the points of said position as per the Administrative Salary Schedule.

Overload pay rate for full-time faculty is $600 per load hour. Rate of pay is not determined by education level.
Summer term pay rates for full-time faculty are determined by the following and are limited to a maximum of four (4) courses:

Occupational specialists or earned associate degree -- $700 per load hour
Earned bachelor degree -- $750 per load hour
Earned master degree -- $800 per load hour
Earned doctorate degree -- $850 per load hour

Adjunct pay rate is $600 per load hour. However, adjunct instructors shall not be compensated at a rate less than that adopted rate for substitute teachers. Rate of pay is not determined by education level.

Any deviation from the four (4) class maximum or the pay scale must be approved by the Vice-President of Instructional Services and the President. Human Resources must be notified of any deviations Immediately.

TEACHING FOR ADDITIONAL COMPENSATION FOR ADMINISTRATORS AND NON-FACULTY: The following procedures will be followed when full-time administrators or other full-time members of the non-teaching staff request or are asked to teach a credit hour, workforce education, or continuing education class for VC for additional compensation:

1. Teaching credentials as required by VC and/or the Texas Higher Education Coordinating Board/Southern Association of Colleges and Schools Commission on Colleges shall be met.
2. Teaching hours shall be outside the normal workday and with the approval of the College President.
3. For such teaching, additional compensation may be paid according to the rates paid to adjunct faculty, workforce education, or continuing education faculty.
4. The Vice-President of Instructional Services shall approve the teaching assignment in advance.
5. The College President shall approve any exceptions to the above regulations in advance.

LOAD & LISTING SHEET PROCEDURES: A Load & Listing Sheet will be prepared each term or semester under the procedures listed below to document faculty loads and specify payroll information:

1. Load & Listing Sheets will not be prepared until the official reporting date for each term or semester has been reached.
2. Load and Listing Sheets will be prepared and forwarded to the Human Resources office and the College President’s office.
3. The Human Resources office will approve the recommendations included on the Load & Listing Sheets if such recommendations are consistent with college policies and procedures. The Human Resource office will send the necessary payroll data to the Business office to prepare payroll checks at the appropriate date.

OVERLOAD/SUPPLEMENTAL DUTIES PAYROLL SHEET PROCEDURES: At designated times, Overload Payroll Sheets are prepared under the procedures included below to document full-time faculty loads on a cumulative basis over the annual contract, to identify overload hours, and to specify overload payroll information. Summer pay for fulltime faculty will be paid as supplemental pay on the next regular payroll date following the end of the specific summer semester.

1. Overload Payroll Sheets will not be prepared until the appropriate faculty member’s annual contracted load is determined.
2. The Vice-President of Instructional Services will prepare Overload Payroll Sheets and forward such to the Human Resources office and the College President’s office.
3. The Human Resources office will approve the recommendations included on the Overload Payroll Sheets if such recommendations are consistent with college policies and procedures. The Human Resource office will send the necessary payroll data to the Business office to prepare payroll checks at the appropriate date.
4. Overload payroll payment for nine-month, sixteen week, contracted faculty who are not scheduled to teach Spring II will be before March 31. Overload payroll payment for nine-month, sixteen week contracted faculty who are scheduled to teach Spring II will be before April 30. 
5. Overload payroll payment date for twelve-month, contracted faculty will be before July 31.

ADJUNCT FACULTY PAYROLL PROCEDURES: At the designated times detailed below, adjunct faculty are paid for their services to the college. Adjunct faculty pay is based upon figures submitted by the Vice-President of Instructional Services and approved for payment by the Human Resources office. *No paychecks will be released until all required personnel, payroll, and instructional documents have been completed. The last payment may be withheld pending submission of final grades. Payment will be made according to the following schedule:

8-Week Classes:

1. All adjunct payroll will be distributed as follows:

   Fall I – ½ on the last business day of September; ½ on the next regular payroll date following final exams in October

   Fall II – ½ on the last business day of November; ½ on the next regular payroll date following final exams in December

   Spring I – ½ on the last business day of February; ½ on the next regular payroll date following final exams in March

   Spring II – ½ on the last business day of April; ½ on the next regular payroll date following final exams in May

16-Week Classes:

1. Fall semester adjunct payroll is distributed as follows: ¼ each on the last business days in September October and November; and ¼ on the next regular payroll date following final exams in December.
2. Spring semester adjunct payroll is distributed as follows: ¼ each on the last business days in February, March and April; and ¼ on the next regular payroll date following final exams in May.

Summer Classes:

1. Summer term adjunct payroll is distributed as follows: 1/3 each on the last business days in June and July; and 1/3 on the next regular payroll date following final exams in August.
2. Summer I adjunct payroll is distributed as follows: One check at the next regular payroll date following the end of the term.
3. Summer II adjunct payroll is distributed as follows: One check at the next regular payroll date following the end of the term.

SUMMER FULL-TIME FACULTY PAYROLL PROCEDURES: At the designated times detailed below, full-time summer faculty are paid for their services to the college. Full-time summer faculty pay is based upon figures submitted by the Vice-President of Instructional Services and approved for payment by the Human Resources office.

1. Summer 10 week full-time and adjunct faculty payroll is distributed as follows: 1/3 on the last business days of June and July and 1/3 on the next regular payroll date following final exams in August.
2. Summer I full-time and adjunct faculty payroll is distributed as follows: One check at the next regular payroll date following end of the term.
3. Summer II full-time and adjunct faculty payroll is distributed as follows: One check at the next regular payroll date following end of the term.

MINI-TERM, FULL-TIME/ ADJUNCT PAYROLL PROCEDURES

1. Mini-terms may be offered following fall and spring semesters. Adjunct faculty payroll is distributed as follows: December mini-term will be paid by January 15th, and May mini-term will be paid on next regular payroll date following final exams.

CONTINUING EDUCATION FACULTY PAYROLL PROCEDURES:

1. Continuing Education faculty will be paid at the conclusion of the course and after the final class roll has been submitted to the Continuing Education office.
2. On certain occasions, when a course is very lengthy, Continuing Education faculty may be paid after completing segments of the course and after documentation of these hours has been forwarded to the Continuing Education office.
3. A request for payment will be initiated and transmitted by the Continuing Education office to the Business office for approval and preparation of payroll at the next regularly scheduled payroll date.