Payroll

Our mission is to serve all faculty, staff and students with outstanding customer service to ensure that they are paid in a timely and accurate manner in accordance with all state and federal rules, regulations and standards.

Payroll Options

It is the policy of the College that all employees receive their pay electronically via Direct Deposit.  As a new employee, the College provides you with two alternative banking methods for direct deposit of your pay.  Both methods take full advantage of the safety and convenience of electronic direct deposit.  Thus, you won’t need to visit a bank to cash your check or to make a deposit—your pay will be automatically deposited and available for your use on pay day.  To learn more about how direct deposit works, download the Employee Pay Selection Form (PDF).

Direct Deposit provides many advantages over traditional paper checks:

  • It's convenient. You don't have to go to the bank to cash your check.
  • It's safe. No more lost, stolen or misplaced checks. (Nearly 4 million paychecks are lost or stolen each year)
  • It's reliable. Your money will be available the morning of the payment or sooner.
  • It saves time. Did you know that people spend as much as 24 hours each year waiting in line to cash their paychecks?
  • You can get your paycheck even when you are out sick or out of town.
  • It helps you manage your money. You can have your paycheck deposited directly into more than one account (such as a checking and a savings account), thus helping you set up a savings plan.

Whether you want to use an existing checking or savings account, or prefer to receive your pay without a traditional bank account, we have a direct deposit option for you:

  • With an Existing Bank Account: You can choose to have your pay directly deposited to any existing checking or savings account with a bank or credit union.
  • Without a Traditional Bank Account: Money Network Debit Card/Check service provides a safe and convenient alternative for employees who either do not have a traditional checking or savings account or do not want to have their pay deposited into their existing bank account. Additional information regarding the features and benefits are available upon request.

You will be asked to select one of the above-noted direct deposit options when you begin your employment.  Paper checks will only be available to employees whose appointment terms are expected to last for one pay-period or less.

Pay Schedules

Monthly Payroll Exempt employees will be paid on the last business day of the month. If the last business day falls on a Saturday or Sunday, employees will be paid on the preceding Friday.  Monthly employees' direct deposit advices are emailed to their Rollins email account a few days prior to pay day.

Monthly Pay Schedule

Biweekly Payroll Non-exempt, student and temporary staff employees are paid every other Friday. The workweek begins Saturday and continues through the second Friday. Biweekly employees' direct deposit advices are emailed to their Rollins email account a few days prior to pay day.

All supervisors and staff with Kronos timekeeping and time card responsibilities must review and approve employee time cards not later than midnight on the last day of the pay period (Friday). Please be sure that all necessary edits, adjustments and approvals are completed on time. Supervisors who have students working in a 'secondary' position in your department, please be sure their transfers are complete with both the ORGN and POSN entered. If not complete, the 'primary' position will be charged and the student may not be paid at the correct rate of pay.

Biweekly Pay Schedule

Holiday Pay Information Holiday pay will be provided to all full-time and part-time staff who regularly work 1,000 hours or more per year.  Non-exempt and hourly staff who work on a holiday will be paid at a premium rate of one and one-half times their base hourly rate for actual hours worked in addition to holiday pay.  In cases where a holiday may fall on a Saturday or Sunday and the holiday is officially recognized, a Thursday/Friday and/or Monday/Tuesday holiday pay will be paid for the Thursday/Friday and/or Monday/Tuesday but not the Saturday and/or Sunday.

Holiday Schedule

Full-Time (37 ½ hours a week or more, with total annual hours of 1950 or more)
This affects employees who work full time, over a five-day period which includes working Saturday and Sunday.

Monday through Friday Holidays

  • If a holiday falls on a day of the week when an employee is normally not scheduled to work, he/she will be paid straight time for the holiday.
  • If a holiday falls on a day of the week when an employee is scheduled to work and works the holiday, he/she will be paid holiday pay plus time-and-a-half for the hours worked.

Saturday and/or Sunday Holidays

  • If a holiday falls on Saturday and/or Sunday and the holiday is officially recognized on Thursday, Friday, Monday, or Tuesday holiday pay will be paid for the Thursday/Friday and/or Monday/Tuesday, not the Saturday and/or Sunday.
  • If an employee works on a holiday that falls on a Saturday and/or Sunday and it's officially recognized on a Friday and/or Monday, straight time will be paid for the hours worked on Saturday and/or Sunday.
  • If an employee works on the officially recognized holiday (Monday/Tuesday and/or Thursday/Friday), holiday pay plus time-and-a-half will be paid for the hours worked.

Part-Time (Less than 37 ½ hours per week but more than 1,000 hours per year)

Monday through Friday Holiday An employee will not be paid for a holiday if he/she is not regularly scheduled to work the day on which the holiday falls.

Saturday and/or Sunday Holiday

  • If an employee works on a holiday that falls on Saturday and/or Sunday and officially recognized on Friday and/or Monday, straight time will be paid for the hours worked on Saturday and/or Sunday.
  • If an employee works on the officially recognized holiday (Monday/Tuesday and/or Thursday/Friday), holiday pay plus time-and-a-half will be paid for the hours worked.
  • If an employee works on a holiday that falls on a Saturday and/or Sunday that is officially recognized on Thursday/Friday and/or Monday/Tuesday, and he/she is not normally scheduled to work on Thursday/Friday and/or Monday/Tuesday, the employee will not be paid for the holiday.

TimeClock Plus

 

TimeClock Plus is the current timekeeping system used by the College. TimeClock Plus is an integral part of the payroll process. TimeClock Plus is administered by the Human Resources Department. Questions regarding TimeClock Plus should be directed to Kathy Custer or Kathy Miller.

How TimeClock Plus Works Non-exempt, temporary, and student employees must record all hours into TimeClock Plus during their scheduled work shift and are paid an hourly wage in accordance with the pay rate established in the employee's Personnel record.  Non-exempt staff and exempt staff will log into WebManager located on R-net.  Exempt staff record any PTO hours taken for the current month by the 20th of each month. Non-exempt (time stamp), temporary and student employees will log into WebClock located on R-net.

TimeClock Plus rounds employees' time up or down to the nearest 15-minute increment. 

  • 8:07 a.m. will round to 8:00 a.m., while 8:08 a.m. will round to 8:15 a.m.
  • :01 to :07 minutes round down to :00, and :08 to :14 minutes round up to :15
  • :16 to :22 minutes round down to :15, and :23 to :29 minutes round up to :30
  • :31 to :37 minutes round down to :30, and :38 to :44 minutes round up to :45
  • :46 to :52 minutes round down to :45, and :53 to :59 minutes round up to :00 (in the next hour)

TimeClock Plus Job code Definitions:

  • BER = Bereavement Leave Pay
  • CLK = College Closure Day
  • COP = Call Out Pay
  • HOL = Holiday Pay
  • JUR = Jury Duty Pay
  • OCK =On Call Pay
  • OT1 = Overtime Pay
  • PTO = Paid Time Off (PTO)
  • REG = Regular Pay

TimeClock Plus Information Documents

WebClock (Time Stamp)
WebManager - How to enter segments


Managers & Staff with Time Sheet approval Responsibilities It is important that departments have appropriate controls in place to prevent time card falsification.  Managers with timekeeping responsibilities must exercise due care to ensure that the time cards they are approving accurately reflect the hours that an employee has actually worked.  Department heads are ultimately accountable for ensuring that adequate procedures and controls are in place and being followed.

The Human Resources Department is available to assist departments in evaluating their timekeeping procedures and controls and to assist in identifying and implementing changes suitable for their operations.  A number of procedures and controls should be considered, including but not limited to:    

  • Designating specific workstations within your department to be used for students to clock in and out when beginning and ending their shifts.
  • Prohibiting student workers from clocking in and out from wireless laptops or other work stations outside of the work immediate area.
  • Identifying the IP addresses associated with departmental work stations and regularly reviewing the punch detail audit trail in TimeClock Plus to ensure that time card entries are not originating from unauthorized machines outside of the work location.  Upon request the HR Office can provide you with the IP address of the workstations you designate and show you how to monitor the audit trail report.
  • Discrepancies should be reconciled immediately and not left to the end of the pay period.
  • A manager’s span of control and timekeeping responsibilities should not exceed what they can reasonably be expected to manage taking into account the nature of their work, layout of department facilities, complexity of operations and a variety of additional factors.
  • Requiring student workers to review and approve their electronic time sheets prior to supervisory approval.  

All managers and staff with time card approval responsibilities must review and approve employee time cards no later than Monday 9:00am following the close of a pay period. Please be sure that all necessary edits, adjustments and approvals are completed on time. Managers who have students working in a 'secondary' position in your department, please be sure their transfers are complete with the correct Job Code. If not complete, the 'primary' position will be charged and the student may not be paid at the correct rate of pay.

Should you have questions or need our assistance please feel free to contact us.   Your assistance in helping us ensure the integrity of our payroll process is greatly appreciated.