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Payroll: Work Day/Work Year/Breaks/Pay Periods

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

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Insure Wheeling Jesuit University employees are compensated per federal, state and local guidelines.


2.1 Policy
All employees of Wheeling Jesuit University will be compensated per the practices delineated within this policy and per the guidelines established by the US Department of Labor according to the Fair Labor Standards Act.

2.2 Definitions

2.2.1 "Fair Labor Standards Act (FLSA)" - The regulation governing who is to be considered Exempt (exempt from compensation at the rate of time plus one half for all hours worked in excess of forty hours in a workweek) and Non-Exempt (must be compensated at the employees regular hourly rate of pay at time plus one half for all hours worked in excess of forty hours in a workweek). The Act also establishes minimum wage requirements and mandatory federal wage deductions.

2.2.2 "Administration" - The University's terminology for employees who are Exempt per the FLSA. Per the FLSA, these positions are executive, administrative, professional and sales as defined by the FLSA.

2.2.3 "Staff" - The University's terminology for employees who are Non-Exempt per the FLSA.

2.2.4 "Overtime" - The common terminology for hours worked in excess of forty in one work week.

2.2.5 "Deductions" - Mandatory withholding from an employees pay check for federal income tax (per the employee's self-completed W-4), social security (FICA) and various state and local taxes.

2.2.6 "Paid Time-Off" - Hours / days when the employee does not report to work but for which the employee is compensated. Reference the University Paid Time Off policy.

2.2.7 "Work Year" - The twelve (12) month base period on which all University policies and paid time off are calculated.

2.2.8 "Work Week" - The seven (7) day base period on which both FLSA compliance and University payroll are calculated.

2.2.9 "Work Day" - The twenty-four (24) hour period on which the University's standard eight (8) hour workday is calculated.

2.3 Work Year

2.3.1 The official University fiscal year begins on July 1st and concludes the following June 30th (twelve months later) and the work year for Administration (Exempt) and Staff (Non-Exempt) employees coincides with the fiscal year.

2.3.2 University employees are scheduled to work twelve (12), eleven (11), ten (10), or nine (9) months in the work year depending upon their position within the University.

2.3.3 The work year is used to schedule holidays and calculate maximum University-provided paid time-off benefit accruals (vacation, sick and personal days) as well as legally mandated time-off (USERRA) which may be unpaid in whole or in part. Part-time employees may be given prorated amounts of paid time-off depending upon their position, work year or duration of the assignment.

2.3.4 FMLA is also calculated on a twelve (12) month period "looking forward" and does not correspond to the University work year but is based upon the first date the employee takes FMLA leave.

2.4 Work Week

2.4.1 The official University work week as defined for all employees begins at 12:01 a.m. Saturday and concludes at midnight the following Friday (seven days later).

2.4.2 Employees are regularly scheduled to work five (5) days within the workweek with the following exceptions: 1.) part-time positions that may be designated to work less than five (5) days; and, 2.) select positions or departments that may be designated to work a "Variable Schedule" with varying numbers of days per work week due to variable or seasonal work requirements [example: Admissions, Athletics, and Advancement].

2.4.3 The University reserves the right to adjust an employee's work schedule to remain within the standard forty (40) hour workweek and may, from time to time, allow the employee to voluntarily adjust the work schedule by providing a summer "compressed work week" schedule subject to pre-approval by the employee's immediate supervisor. Employees may request a short term adjustment in their work week schedule to accommodate a personal emergency. Such requests must be approved by the employee's supervisor, Human Resources, and the president or his designee.

2.5 Work Day

2.5.1 The official University work day begins at 12:01 a.m. and concludes at midnight (twenty-four hours later).

2.5.2 Employees are regularly scheduled to work eight and one half (8.5) hours or eight (8) hours, inclusive of breaks and lunch, within the official University work day with the following exceptions: 1.) Part-time positions that may be designated to work less than eight (8) hours per work day; and 2.) Select positions or departments where the work day schedule is dictated by external events or customer service requirements. In those instances employees may work either more than or less than eight (8) hours per day; the schedule will be adjusted per 2.4 above to accommodate those exceptions within the predefined work week.

2.5.3 The standard work day for University employees begins at 8:30 a.m. and concludes at 5:00 p.m. (8.5 hours total) inclusive of the combination of thirty (30) minutes paid plus thirty (30) minutes unpaid lunch; the standard work day correlates with the University's hours of operation.

2.5.4 Certain departments which are on a 24/7 schedule may work an eight (8) hour standard workday.

2.5.5 Flex Scheduling: There are two types of flex scheduling:

  • Individual departments may allow employees to flex their starting / stopping times up to thirty (30) minutes either way by starting their day earlier or ending their day later provided the employee is on campus for the hours mandated by his/her position. Such schedules must be requested in writing (see 4.0 ATTACHMENTS) and pre-approved by the employee's supervisor, the department manager, Human Resources, and the vice president responsible for the department's performance. In such instances, however, the department manager must ensure that the department is covered during all hours of the standard work day and University operations. Approval is at the sole discretion of the University and may be withdrawn at any time.
  • Summer Flex Schedule: The University may, from time to time, allow the employee to voluntarily adjust his/her work schedule by providing a summer "flex work schedule" subject to pre-approval by the employee's immediate supervisor. Human Resources will annually issue a memo stating the summer flex schedule period and the variable types of scheduling that may occur. Approval is on a departmental basis and at the sole discretion of the executive administrator responsible for the department.

2.5.6 Variable Scheduling: To facilitate the requirements of sections 2.4.2 and 2.5.5 above as well as the FLSA, the University may require specific departments (example: Admissions, Athletics, and Advancement) to maintain a variable, or alternative, schedule with variable hours or shifts in the work day on variable days in the work week. The department supervisor will be responsible for coordinating this variable schedule with his/ her direct reports. Human Resources will assist the department supervisor with implementing proper time keeping practices.

2.5.7 The University reserves the right to adjust an employee's work schedule.

2.6 Recording Time
Staff employees, as non-exempt employees, and per FLSA guidelines, are to maintain and submit, for the supervisor's approval at the conclusion of the pay period, a daily and weekly time sheet noting all days and hours worked, start / stop times, lunch / break times and times in excess of or less than the prescribed daily work schedule. All days and hours scheduled but taken off must be noted including the reason the days and hours were taken off. Time sheets may be kept electronically. Administrative employees are required to notify Human Resources, via form or electronic time keeping system, of all days worked and days taken as paid time-off for the purposes of record keeping (vacation, personal, sick, etc.).

2.7 Overtime
By combining 2.4 and 2.5 above, full-time employees are generally provided a forty (40) hour work week; however, there is no guarantee of forty (40) hours per week. Staff employees must be compensated at their regular hourly rate of pay plus an additional one-half hour of pay at their regular hourly rate of pay (time plus one-half) for all hours worked in excess of forty (40) in the same work week. The University does not provide overtime benefits for hours worked in excess of eight (8) in any one workday except as such hours are counted toward the hours in excess of forty (40) in that workweek. There is no premium pay for hours worked on Saturday or Sunday except as such hours are counted toward the hours worked in excess of forty (40) in that workweek. Paid time-off counts toward hours-worked in the workweek and subsequent overtime calculations. All hours worked in excess of forty (40) in a workweek must be pre-approved by the direct supervisor. "Off the clock" work, or work rendered by staff / non-exempt employees with no expectation of pay, is strictly prohibited.

2.8 Holiday Pay

2.8.1 Benefits-eligible staff employees who are assigned to work a scheduled holiday will receive their holiday pay equivalent to hours worked on their regularly scheduled workday (generally eight (8) hours of pay) in addition to their regular hourly compensation for all hours actually worked on the holiday.

2.8.2 Departments may allow employees to "bank" the holiday worked and use it as paid time-off at a later date in the work year. "Bank days" must be used before the conclusion of the work year and cannot be carried over. Employee's who "bank" the day will get paid for hours actually worked on the holiday but apply the holiday pay toward the "bank" day used later in the year. Such "bank days", if unused, will not be paid-out upon termination.

2.9 Docking Pay
Employees who are off for personal reasons and cannot cover such time off with either University provided paid time-off benefits or per the uncompensated time-off policy, or who are issued unpaid time-off as a consequence of corrective action, will have such hours deducted from their pay during the corresponding pay period. "Docking pay" is not to be used as a benefit to provide additional time off work and is not to be used in lieu of University provided paid or unpaid time off benefits or after such benefits are exhausted.

2.10 Pay Periods
Pay periods for staff employees cover two (2) consecutive work weeks. Staff employees are paid every other Friday for work completed in the preceding two (2) work weeks for a total of twenty-six (26) pays in any one (1) calendar year. Administration is paid bi-monthly, on the fifteenth (15th) and the last day of the month, for a total of twenty-four pays in any one (1) fiscal year period. Employees may receive their pay check electronically by contacting the Payroll Department.

2.11 Lunch and Break Periods
All employees are to take, at minimum, a thirty (30) minute unpaid lunch period. Employees may be scheduled for either a sixty (60) minute half paid / half unpaid, lunch period or a thirty (30) minute unpaid lunch period with two (2) fifteen (15) minute paid breaks (the first half way between the start time and lunch, the other in the afternoon halfway between lunch and the scheduled stopping time at the end of the workday). Employees may elect to adjust their lunch / breaks with the pre-approval of the supervisor and in accordance with flex scheduling guidelines outlined in 2.5 above.

2.12 Lactation Accommodation
Employees who are also nursing mothers desiring to express breast milk for the employees' infant child will be given additional, reasonable, break time and accommodation in the work day and location for that purpose. Employees needing breaks for lactation purposes may use ordinary paid rest breaks or may take reasonable break time when needed. If possible, the lactation break time should run concurrently with the meal and rest breaks already provide to employees as noted in 2.11 above. If the lactation break time cannot run concurrently with scheduled meal and rest breaks already provided or additional time is needed, then: the lactation break time will be counted as part of an exempt (Administration) employees work day [NOTE: because exempt employees receive their full salary during weeks in which they work, all exempt employees who need lactation accommodation breaks do not need to report any extra break time as "unpaid"] and non-exempt (Staff) employees whose lactation breaks do not coincide with normal breaks or meals may take additional time as "unpaid" time. Non-exempt employees will be relieved of all work-related duties during any unpaid breaks. Non-exempt employees requiring such accommodation should work with their immediate supervisor regarding scheduling and reporting. The non-exempt employee will be permitted to make-up the unpaid time during the workday to obtain a full eight (8) hours pay and not be penalized for additional lactation breaks. The University will provide employees with the use of a room or private area other than a bathroom that is shielded from view and free from intrusion. Such location will be close to the work area if possible but may be the employee's private office. Lactation will be treated as a pregnancy related medical condition. Employees should discuss with their immediate supervisor the location for storage of expressed milk; employees should also contact Human Resources to identify their need for a lactation area


The Director of Human Resources has the authority to change, modify or approve exceptions to this policy at any time with or without notice and with the approval of the University President or designee.


Employee Flex Time Request

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