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Skidmore College
Skidmore College Employee Handbook for Staff

Payroll

Working Hours, Schedule, and Breaks

Skidmore College is normally open for business from 8:30 a.m. to 4:30 p.m., Monday through Friday. You will be assigned a work schedule by your Supervisor and you will be expected to begin and end work according to the schedule. In order to accommodate the needs of the College, it may be necessary to change individual work schedules on either a short-term or long-term basis.

In accordance with New York State Law, Employees who work more than 6 hours per day are entitled to a 30-minute unpaid meal break daily. Skidmore allows either an additional unpaid 30 minutes at lunch or two paid rest periods not to exceed 15 minutes (normally rest breaks are taken midmorning or midafternoon, and are not to be used to extend the starting time or advance departure time of a work session). Therefore, Skidmore Employees who minimally work 6 hours per day receive in total a one-hour break period daily at which time Employees are completely relieved from their job duties (Please note: It is customary for Campus Safety employees to not receive an uninterrupted meal period in accordance with Department of Labor regulations).

Employees shall be allowed an additional twenty-minute meal period between 5:00 p.m. and 7:00 p.m. in the unusual circumstance where an Employee has begun work before 11:00 a.m. and is required to work later than 7:00 p.m.

At times, emergencies such as power failures, road closings, fires, or severe weather may interfere with Skidmore College's operations. In such an event, Skidmore College may order a temporary shutdown of part or all of its operations. Depending on the circumstances, time off due to a temporary shutdown may or may not be paid. For more information, please see Skidmore’s Inclement Weather and Other Emergency Closing Policy and Procedures

For employees who travel, home-to-work and work-to-home travel is considered commuting time and is ordinarily not compensable working time. Travel time during a regularly scheduled work day is compensable. For overnight travel, travel time during an employee’s normal working hours is compensable; and travel time on Saturdays, Sundays and holidays which corresponds to an employee’s normal working hours is compensable; but, travel time outside an employee’s normal working hours is ordinarily not compensable.     

For those employees attending training or meetings, time spent in training or meetings is not compensable working time if: attendance is voluntary; the training or meeting is not directly related to an employee’s duties; and, the training occurs outside regular working hours. Time spent by employees voluntarily attending courses or vocational training outside regular working hours is not compensable even if related to the employee’s current job duties.

Timekeeping Procedures

Non Exempt Employees must record their actual time worked for payroll and benefit purposes.  Non Exempt Employees should record either the time work begins and ends or the total hours worked in a day. Non Exempt Employees must also record any departure from work for any non-work related reason. Failure to report hours may result in disciplinary action. 

Altering, falsifying, and tampering with time records, or recording time on another Employee's time record is prohibited and subject to disciplinary action, up to and including termination of employment.

Exempt Employees may also be required to record their time worked and report full days of absence from work for reasons such as vacation, leaves of absence, sick leave, or personal business. Please see your Supervisor for further clarification. For more information regarding vacation reporting, please refer to the Vacation Leave information in the Employee Benefits Summary.

It is your responsibility to ensure the accuracy of all time recorded. Any errors in time recorded should be reported immediately to your Supervisor, who will attempt to correct legitimate errors.

Overtime

When operating requirements or other needs cannot be met during regular working hours, you may be scheduled to work overtime. Your Supervisor must authorize all overtime work in advance. Working overtime without prior authorization may result in disciplinary action.

Non Exempt (hourly) Employees will be paid time and one-half compensation for all hours worked in excess of 40 in one workweek and as otherwise required by state and federal law. For the purposes of calculating overtime for Non Exempt Employees, the workweek begins at 12:01 a.m.  Saturday and ends at midnight on Friday.

Exempt (salaried) Employees are expected to work as much of each workday as is necessary to complete their job responsibilities. No overtime or additional compensation is provided to Exempt Employees.

Payment of Wages

Paydays are on Friday of every other week for work performed during the previous two-week pay period. If a regular payday falls on a holiday, Employees will be paid on the preceding workday. 

Paychecks are normally sent US mail on payday to the address you have on file.  We encourage all employees to use direct deposit. If there is an error in your check, please report it immediately to your Supervisor.

Call-In Pay

A Non Exempt Employee who is requested to report to work (called-in), but is sent home early, may be entitled to call-in pay in accordance with state law.

Salary Pay Policy

Exempt Employees will be paid a salary in accordance with applicable law. Although Exempt Employees are generally entitled to their salary for any week in which work is performed, deductions can and will be made when permitted by law. For example, an Exempt Employee's salary may be reduced for complete days of absence for personal reasons, illness when paid sick leave is exhausted, and incomplete initial or final weeks of work. There may also be other occasions when an Exempt Employee's salary may be reduced. Please contact your Supervisor or Human Resources for more information.

Deductions from Salary

It is Skidmore College’s policy to comply with the salary basis requirements of the FLSA and New York’s Labor Law. Therefore, supervisors are not permitted to make and the College prohibits any improper deductions from the salaries of exempt employees.  To ensure that you are paid properly for all time worked and that no improper deductions are made, you should review your pay stub to make sure it is correct. 

If an employee believes that an improper deduction has been made from his/her paycheck, the employee should immediately report this information to Human Resources.  Reports of improper deductions will be investigated promptly. If it is determined that an improper deduction has occurred, the employee will be reimbursed promptly for any improper deduction made.

Automatic Deposit

Employees may designate one or more bank account(s) for automatic deposit of their paychecks.  Employees will receive an e-mail each pay period with instructions on how to access their electronic payslip. We encourage all employees to use direct deposit.

Credit Union

The State Employees Federal Credit Union is a federally Chartered organization, totally independent from Skidmore College, and administered by a member elected board of directors.  All Employees, retired personnel, and their families are eligible for membership in the credit union. Membership provides opportunities to participate in savings, share drafts (checking accounts) and/or loan programs.  There is currently a branch located on campus. Please visit their website for more information.

Wage Garnishments

Skidmore College would like to avoid incurring the administrative costs of garnishments and wage assignments for Employees. Accordingly, Skidmore College encourages all Employees to meet their financial obligations without involving Skidmore College. Nonetheless, Skidmore College will adhere to legally imposed wage assignments and garnishments, and will not modify the terms of those legal arrangements unless ordered to by a court. Skidmore College will deduct the administrative costs of complying with wage assignment and garnishment orders from the Employee’s pay, to the extent allowed by law.

Business Expense Reimbursement

Employees may be reimbursed for reasonable expenses necessarily incurred in the course of business and approved by a Supervisor. These expenses may include air travel, hotels, motels, meals, cab fare, rental vehicles, and gas or car mileage for personal vehicles. All proper expenses incurred should be submitted to Accounts Payable along with the receipts within 30 days of the date of the expenditure.       

Employees are expected to exercise restraint and good judgment when incurring expenses.  Employees should contact their Supervisor in advance if they have any question about whether an expense will be reimbursed. For more information, please see Skidmore’s Travel and Entertainment Policies located on the Financial Services website.




If you have questions or require additional information with respect to any Handbook content, please contact Human Resources (extension 5800).

Section 4 - Updated February 2016