Human Resources
Waller Hall, First Floor
Willamette University
900 State Street
Salem, Oregon 97301
503-370-6210 voice
503-370-6570 fax
SECTION 5: COMPENSATION
All employees are paid on the last day of each month. If the last day falls on a Saturday, Sunday or University holiday, payment will be made on the preceding work day. Pay will be automatically deposited to the employee's bank account.
5.2 PAYROLL DEDUCTIONS
Every payday an employee receives a statement of earnings. This statement provides current and year-to-date earnings and withholdings.
Compulsory deductions are those withholdings that Willamette is required by law to make from an employee's earnings. Compulsory deductions include Social Security and Medicare, Federal Income Tax, and State Income Tax.
Voluntary deductions are those deductions Willamette is authorized by the employee to make from his or her pay, which may include supplemental retirement, medical, dental and other insurance premiums, flexible spending account, tax sheltered annuity, and United Way. Requests for voluntary deductions must be made in writing.
In January of each year, all employees will receive a Wage and Tax Statement,
Form W-2.
5.3 REPORTING VACATION AND SICK LEAVE TAKEN
Administrators are not required to keep track of their hours worked on a time card. However, they are required to report vacation and sick leave taken. After the first day of each month and before the 15th, Administrators should go to the "Internal Web" portion of the University's web site to report vacation and sick leave used during the previous month. The Administrator's current University login and password will allow them access to this area. Vacation and sick leave reporting and vacation and sick leave approval (approval can be accessed only by supervisors of Administrative employees) must be submitted on-line at this site. Directions are available on-screen. A report should be submitted even if no leave is taken. The balance of accumulated vacation and sick leave will be printed on each employee's paycheck stub each month.
5.4 VACATION
Administrators who are employed on a twelve-month employment agreement earn 1.66 days of vacation for each month worked. Generally, administrators who are employed for less than twelve months do not earn vacation but are entitled to take all University holidays and academic calendar breaks that fall within the period of their work. The fact that compensation for the employment period may be paid over a twelve-month period will not affect the above policy. Individuals employed for twelve months but working less than full time will accrue a proportional amount of vacation. In order to earn vacation, 50% of an individual's regularly assigned work schedule must be worked in a given month.
Employees hired on a temporary basis for less than full-time, full academic year are not eligible to accrue vacation leave.
For administrators who have completed 15 years of service or more, the following vacation accrual will apply:
Through the 15th anniversary 1.66 days/mo 20 days/yr
From the 15th thru 20th anniversary 1.75 days/mo 21 days/yr
From the 20th thru 25th anniversary 1.83 days/mo 22 days/yr
From the 25th anniversary on 2.08 days/mo 25 days/yr
Accrual rate changes the month following the anniversary date.
Vacation may be used only when approved in advance by the employee's supervisor. Vacation leave will not be permitted in advance of being earned and in no case until after the employee completes six months of service. Every attempt will be made to grant the use of vacation when requested. However, the University reserves the right to deny requests when the employee's absence would cause hardship or interfere with the operation of the University.
Since vacation is intended to provide rest and renewal for employees, all employees are encouraged to take it during the year in which it is earned. The University will permit accumulation up to 240 hours (30 days) of earned vacation time. At the time of termination, administrative employees will be paid for unused accrued vacation. Employees may not receive pay in lieu of vacation except when terminating from University employment.
Illness or injury occurring during an employee's vacation leave will not be covered by sick leave. If sickness or injury continues after vacation is over, the employee can use sick leave. If a holiday occurs during an employee's vacation, that day will not be charged as vacation time.
Employees transferring between departments will retain unused vacation.
5.5 ASSIGNMENT OF WAGES AND WAGE GARNISHMENTS
State and federal authorities may cause a legal summons to be served at an employee's work location to garnish the employee's salary to satisfy payment of taxes, delinquencies from creditors, or child support enforcement. The University shall make the appropriate deductions and arrange for payment to the garnishing agency until the garnishment is satisfied.