The College overtime policy conforms to the regulations of the wage and hour divisions of state and federal government. Hourly paid staff are non-exempt as defined by the Fair Labor Standards Act (FLSA) and fall under the overtime provisions of these regulations. 

Each hourly paid employee must accurately record each day the times he/she has actually worked. The supervisor is responsible for reviewing and approving time reports by the biweekly payroll deadline. Your supervisor will advise you regarding the time reporting method used in your area (time clock, paper time sheets or Web Time Entry). 

To be entitled to overtime compensation, employees must have an established work week – a fixed and regularly recurring period of 168 hours (seven consecutive 24-hour periods). Kalamazoo College hourly employees have a bi-weekly pay period, with each work week beginning on Sunday and ending the following Saturday. The pay date is the following Friday. Overtime is defined as hours worked in excess of 40 in any one week. Overtime is not determined on a daily basis, nor can two work weeks be averaged together. The law requires overtime compensation earned in a particular work week to be paid on the regular pay date for the pay period in which that work weekends. “Banking” of overtime beyond the pay date for the pay period when the overtime occurred is not permitted by law. 

Compensation is required for the time an employee is required to be on duty, on the employer’s premise, or at a prescribed workplace and for the time an employee is permitted to work, whether or not the employee is requested to do so. Overtime work is not, however, permitted on a voluntary basis. It must be authorized in advance by the immediate supervisor. 

Hourly staff employees are paid bi-weekly. If the scheduled payday is on a holiday, checks will be available for distribution the afternoon of the last working day prior to the scheduled payday. Direct deposit is encouraged.

Payroll deductions as required by law are made for Federal and State withholding taxes and for Social Security (FICA). Employees are responsible for filing and keeping current all withholding information on the appropriate forms. Employees may also authorize other approved payroll deductions, including the Kalamazoo College Fund, United Way, 403b, and Flex Plan.

Learn more about paid time off for benefit-eligible bi-weekly paid staff.