Wheeling Jesuit University


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Deductions and Advances

APPROVED: August 2011 REVIEWER: Director of Human Resources
APPROVED BY: William C. Rickle, S.J. REVISION DATE: July 2016

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Wheeling Jesuit University is committed to enforcing uniform payroll practices that conform to both state and federal regulations.


2.1 Policy Statement
The University will abide by all federal and state mandated payroll requirements and University payroll practices and procedures provided those practices and procedures do not conflict with federal and state requirements.

2.2 Payroll

2.2.1 The University is required, by federal law, to withhold federal income taxes from an employee''s paycheck and the employee is required to complete a form W-4. If the employee refuses to complete the form, the University will withhold taxes as if the employee were single with zero (0) allowances.

2.2.2 The University is required, by both federal and West Virginia state law, to compensate no less than the minimum wage to all non-exempt personnel. That amount is currently $8.00 per hour worked with overtime for all hours in excess of forty (40) in the workweek with the workweek defined by University policy.

2.2.3 The University is required, by both federal and West Virginia state law, to compensate no less than $455 per week to all exempt personnel.

2.2.4 Employees are eligible for direct deposit; however, the state of West Virginia does not permit compulsory direct deposit. The Payroll Office will inform the employee of the requirements necessary to initiate direct deposit if the employee so desires.

2.2.5 The state of West Virginia provides that employers must show all an itemized list of all deductions taken on the employees pay check.

2.2.6 The University is required, by state law, to garnish an employees pay up to the maximum permitted by West Virginia state law upon receipt of a court order.

2.2.7 Employees who terminate and owe the University a balance (such as paid time off taken but not accrued or outstanding balances on a credit card provided to the employee) will be asked to deduct the appropriate amount from their final paycheck or issue a personal check to the University in the appropriate amount. Employees who refuse to do either may be subjected to legal action. The University cannot arbitrarily deduct the amount from the employee''s last paycheck absent written authorization from the employee.

2.3 Advances
The University does not permit employees to draw advances on their pay.

2.4 Deductions

2.4.1 Employees may elect to take up to three (3) payroll deductions with money being distributed to a bank, savings and loan, credit union or other approved location. If elected, the University''s 403(b) deduction does not count toward one of the three (3) noted herein. The Payroll Office will provide the necessary information on the requirements necessary to initiate a payroll deduction.

2.4.2 The University will not permit any deductions to be taken from an employee''s pay, change the deductions taken from an employee''s pay, or curtail the deductions taken from an employee''s pay absent the written pre-approval of the employee authorizing such changes or deductions (exception: federal and state mandated deductions and court-ordered garnishments).

2.5 Special Situations
The University Payroll Office maintains guidelines regarding pay for special circumstances. Questions regarding pay may be directed to the Payroll Office or the Human Resource Department.

2.6 Improper Deductions

2.6.1 The University prohibits unauthorized or improper payroll deductions of any type.

2.6.2 If an Administrative or Staff employee believes that an improper salary deduction has been made, the employee should immediately inform his/her direct supervisor and Human Resources. All allegations of improper deductions must subsequently be documented, specifying the alleged impropriety, and the dates on which it occurred. Reports of alleged improper deductions will be promptly investigated by Human Resources and the Business Office. Employees will be informed of the results of the investigation and reimbursed for deductions found to be improper.

2.6.3 If the University improperly deducts too much or too little from an employee''s paycheck for an authorized deduction, it reserves the right to amend the deduction in a subsequent pay period.


The Director of Human Resources and the Chief Financial Officer have the authority to change, modify or approve exceptions to this policy at any time with or without notice, and in compliance with changes in federal or state law, with the approval of the University President or designee.



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