Human Resources Manual

Policy No.: 3-9 This policy applies to:
Policy Name: One-Time Payments Non-exempt staff
Effective Date: 08/01/04   Exempt staff
Revised:   Faculty

Policy

Loyola University New Orleans is subject to very strict and clear Federal Wage and Hour regulations regarding time reporting and payment of overtime on non-exempt staff and students. Extra salary payments must be made in accordance with these laws and with managerial oversight and discretion. Human Resources will ensure legal compliance of one-time salary payments. The President, the Provost, and Division Vice Presidents will review summary data on extra salary payments to exempt and non-exempt employees on a quarterly basis to determine their value and appropriateness.

Procedure

Non-Exempt Staff

For non-exempt employees, as defined by the Fair Labor Standards Act, detailed time records indicating the number of hours worked each day will be maintained. In the event extra payments are made that cannot be recorded on a normal time sheet, a supplemental PNF must show detailed dates and hours worked, rate of pay, and description of work performed. Minimum wage rules must be followed and overtime paid for all hours in excess of 40 in a workweek. If some hours are reported on a timesheet and others on a PNF, the total cannot exceed 40 hours in a work week unless overtime is paid on hours exceeding 40.

Exempt Staff and Faculty

For exempt staff and faculty, special one-time payments must be submitted on a PNF indicating the dates worked, the amount to be paid and the description of the work in the “comments” section. Employees should not receive supplemental payments for work that is part of their job or for work performed during their normal working hours.