Compensation

Objectives
The fundamental objective of the District's compensation program is to ensure that employees receive fair and equitable pay in relation to the value of work performed, that the employee receives a fair return for the contribution made, and that the District receives a fair return on its investment.

Responsibility for Compensation Plans
The Board of Trustees for Lone Star College System adopts compensation plans and salary schedules for all employees District-wide. The District has established compensation plans for each employee classification: faculty, adjunct faculty, full time and part-time administrative, professional, and support staff.

The Executive Council shall serve as the District’s compensation committee, and shall consider recommendations from the Human Resources Department for revisions to the salary schedules, and any adjustments to classification and compensation procedures.

The Chancellor may appoint a Faculty Compensation Committee that reviews the placement of newly hired faculty.

The Location Executive Officers (LEO) shall recommend all salary actions, including new hire salary offers and any form of supplemental salary, in consultation with the Director of Compensation and Compliance (Dir. C/C) conformance with established compensation guidelines.

Compensation Plan Review
The Vice Chancellor for Human Resources (VC/HR) is responsible to recommend to the Chancellor administrative guidelines and procedures that define the compensation plan.

Annually, the Dir. C/C conducts an analysis of the District's compensation plans to determine how Lone Star College System salary schedules/pay plans compare with comparable institutions within the state.

In addition to the annual review of the District’s compensation plans, the Dir. C/C conducts market reviews for positions that are highly competitive or difficult to fill and periodic reviews of internal equity across the District.

Any exception to the procedures outlined in this manual will be discussed between the LEO and the VC/HR, and must have the approval of the Chancellor.

Payroll Process

Paydays
Payday is scheduled semi-monthly on the fifteenth and the last day of the month. When the date falls on a weekend or a holiday, payday will be the last working day before the pay date. An employee’s salary is calculated from the first day of work or, in the case of 9 and 10.5-month contractual employees, from the effective date of their contract.

Faculty
Faculty with a 9-month contract have the choice of receiving their pay on a prorated schedule of 24 payments over 12 months, or a schedule of 18 payments over nine months. A faculty member choosing the 18-payment schedule must request that pay plan in writing within two weeks prior to the beginning of work or a new contract period; otherwise, by default, the faculty will be paid in 24 payments. Faculty with a 10.5-month contract will receive 24 payments over 10.5 months.

When a new contract and other documentation are completed for a faculty member, and a Personnel Action Request (PAR) is issued, a paycheck will be issued for every pay period for the duration of the contract. No further intervention required. Only the submission of a subsequent PAR or an approved request for leave will change or stop a check from being issued.

Direct Deposit
The option to receive compensation by means of direct deposit is available to all full-time and part-time Lone Star College System employees. The direct deposit option may be exercised by contacting the college Human Resource Manager (HRM) or Payroll Coordinator. The HRM or Payroll Coordinator will assist the employee in completing the Authorization Agreement for Direct Deposit. The form must be completed by the employee and must include additional signature(s) if the account is a joint account. The form must be accompanied by a voided check (not a deposit slip) to verify bank account information. Participation is optional. Accounts and/or financial institutions may be easily changed. The direct deposit can be stopped at any time as long as written notification to the payroll office is made prior to the payroll cut-off date for a particular pay period.

Check Distribution Locations
Payroll checks and direct deposit stubs are distributed from the college business office. Final and termination checks may not be processed through direct deposit, but can be picked up at the college business office or mailed to the employee's home address.

All checks not picked up in the department at the close of the working day are returned to the college business office. Returned and unclaimed checks are documented in an unclaimed payables account. Any questions concerning payroll should be directed to the local college business office.

Child Support Withholding
Upon receipt of a court order issued under Family Code 14.43(a), the District shall withhold from an employee’s disposable earnings the amount specified in the order for child support payments. The amount withheld shall be remitted to the person or office named in the order on each regular due date or pay date. (Lone Star College System Board Policy CDDA).

Full-Time Faculty Salary
The District faculty salary plan was developed to provide that faculty salaries reflect academic preparation and previous credited experience that are competitive with other community colleges in the State of Texas.

The Lone Star College System Board of Trustees establishes separate schedules for faculty on 9-month, 10.5-month, and 12-month contracts. For annual contracts, the salary in effect at the time the faculty member signs his or her contract remains in effect for the entire year.

Annually each member of the full time faculty will be given an opportunity to request a 10.5-month contract. The opportunity to have a 10.5 month contract will only be denied for the following reasons;

• As part of a disciplinary action; or
• The teaching or teaching support needs of the department or other departments in the District do not justify a full-time summer term.

Placement on the Faculty Compensation Schedule
Faculty base pay is dependent upon documented educational preparation and credited experience. The Dean is responsible to complete a Full-time Faculty Salary Placement Worksheet for each candidate who will be offered a faculty position. The worksheet must be reviewed and approved by the Dir. C/C before a salary offer may be made.

When hired, each faculty member will be placed in one of the six zones according to their highest degree earned. The six zones represent the base salary level for each educational degree. Within each zone are six levels representing years of relevant experience (zero to five years).

Faculty with six years or more of Lone Star College System contract experience will be placed in the Sixth Year Contract Threshold zone (Zone 7) according to their educational group.

Annual Salary Increase for Faculty
Although there are no guaranteed salary increases annually, full-time faculty are eligible to receive any salary increase approved by the Board of Trustees for the fiscal year in which it is approved.

Education Credit
In addition to base pay, teaching faculty members receive salary credit for educational achievements from regionally accredited institutions of higher education, which are attained after being hired by Lone Star College System.

Eligible Educational Credit:

*Bachelors to Masters	1,000 (or minimum of new group/zone)
Masters to Masters + 18	1,000 (or minimum of new group/zone)
Masters + 18 to Masters +36	1,000 (or minimum of new group/zone)
Masters + 36 to Masters + ABD	1,000 (or minimum of new group/zone)
Masters + ABD to Doctorate	1,500 (or minimum of new group/zone)

*Masters Degree must not be a job requirement.

Faculty salaries remain in effect for the entire year. If, during the year, the faculty member acquires additional educational hours that entitle him or her to a higher rate of pay, that adjustment will be made at the beginning of the next contract period (contracts begin on September 1 each year). (The start of the fiscal year). To request an educational credit increase, the faculty member should complete the Request for Approval of Educational Credit form and forward it with an official transcript to the System Office Human Resources office by September 30 of the fiscal year in which the adjustment will be effective.

Faculty Additional Compensation
Full-time faculty are eligible to receive compensation beyond the base salary in five circumstances: 1) payment for an overload (teaching additional classes above the full load for the discipline); 2) grant or contract work; 3) special courses; 4) summer pay; and 5) additional pay for specific non-teaching assignments.

Overload
When a full-time faculty member will be scheduled to perform instructional duties over and above their discipline standard load or the contract load during a term, the faculty member is entitled to receive overload pay. Before receiving extra-compensation for teaching an additional course, the Dean must confirm that the faculty member has a teaching assignment in excess of the discipline standard.

Beyond the standard workload, faculty may teach a maximum of one course per semester or four contact hours/week (whichever is greater). The Vice President of Instructional Programs must approve any exceptions to this policy.

The Dean is responsible for assuring the quality of instruction when faculty workloads are in excess of the standard.

The Dean is responsible for preparing a Memorandum of Assignment (MOA), and obtaining the approval of the Vice President of Instructional Programs for work overload assignments. The MOA is then entered into the payroll system at the College, and the documentation is forwarded to the System Office Human Resources Manager for submission to System Office Human Resources.

Faculty will be paid for an overload using the adjunct faculty rate for the courses taught. No overloads are paid during the summer semester.

Department Chair
When a faculty member agrees to serve as the chair of a department, he or she will receive the following in compensation for the service: 1) a 10.5 month contract for the year with no teaching responsibilities assigned in the summer terms; and 2) release time, a stipend of $6,500 or both, depending on the size of the department.

Department size is divided into three varieties: small, standard and large. The designation of small, standard or large was determined using two measurements: 1) the volume of the work, as measured by the number of faculty, adjuncts and enrollment in the department; and 2) the variety of responsibilities in the department, as measured by the number of curriculum teams, the number of advisory boards, the numbers of programs, alternative delivery methods, locations and laboratories for the instructional programs in the division. For the 2004-05 academic year, the compensation will be in accordance with the matrix below:

Department Size	Release time per year	Stipend per year
Standard - release only	352 hours	-0-
Standare - release + stipend	224 hours	$6,500
Small - release only	224 hours	-0-
Small - release + stipend	144 hours	$6,500
Large - release + stipend	384 hours	$6,500

If the release time allowed for the faculty member does not divide equally, the residual hours will be paid to the faculty member at the adjunct rate of pay and be added to the stipend. For example, a faculty member assuming the chair responsibilities for a standard sized department will be eligible for 352 of release time. If the faculty member’s discipline consists of 48 contact hour classes, the faculty member will be eligible to be released from 7,33 courses. The faculty member would be released from 7 courses and be paid an additional stipend of $538 (.33 x 48 hour course = 15.84 hours; 15.84 x $34.00 adjunct rate = $538).

Grant or Contracted Work
Faculty who are assigned work on an externally funded grant or contract may be compensated through release time or a stipend. Faculty members who function as consultants or otherwise contribute to a grant or contract conducted by another faculty member of the same institution may be paid a stipend. Such instances will be unusual. Compensation may be appropriate, for example, where consultation is across departmental lines, or involves a separate or remote operation, and the work performed by the faculty member is in addition to his/her regular departmental load. Supplemental compensation must be specifically provided for in the agreement or approved in writing by the sponsoring agency, and confirmed in a written extra-service agreement. Any proposed stipend must be submitted to the Dir. C/C for approval prior to submission through payroll.

Special Courses
The Dean or Director will use the rates established by the System Office Human Resources office to determine the rate of extra-compensation or load for cooperative work experience, internships, applied music or private lessons, contract training, community education, independent study, telecourses, video courses, and other non-traditional instruction.

These rates are established District-wide and will be posted on the Human Resources Department web page.

Extra-Service Compensation
Full-time faculty who negotiate workload, perform additional assignments, and make significant contributions toward the achievement of college or division goals are eligible for extra-service compensation.

Deans consider the following factors before submitting proposed extra-compensation for a faculty member to the Dir. C/C for approval:

• The faculty member’s workload is beyond 100% and includes responsibilities in all three components of the faculty position description;
• The faculty member makes a consistent time commitment beyond a standard workweek;
• The activities are consistent with division goals and require pre-planning. Non-teaching assignments must be described in detail and include an estimated time commitment. Projects include a plan with goals, objectives, and expected outcomes.

Except in unusual circumstances or special division initiatives, extra-compensation is not available for course planning and evaluation activities in excess of twenty-four hours.

The following guidelines are used by the Dir. C/C to review and approve extra-service compensation:

• Adjunct hourly rate for teaching additional sections of classes beyond the usual discipline standard;
• Continuing education rate for non-credit classes;
• Hourly rate for contract training;
• Hourly rate for non-teaching assignments.

Pay for Summer Teaching and Mini-mesters
Faculty selecting a 10.5-month contract will work for one summer session, generally the first summer session. Pay will be calculated on the faculty’s 9-month salary (9 month salary divided by 9 times 10.5 and will be issued as part of the contract for that academic year.

Faculty summer workload will be equivalent to regular academic year workload generally using a 35-hour workweek. A list of summer workload equivalents for summer teaching will be available on the Human Resources website. No overloads will be permitted in the summer session.

Faculty who elect to teach mini-mesters or a second summer session will be compensated at adjunct rates.

Summer assignments are recommended by the dean and approved by the vice president for instruction.

Adjunct Faculty
Adjunct faculty will be paid according to the adjunct faculty salary schedule established by the Lone Star College System Board of Trustees. The District compensates adjunct faculty on the established hourly rate of pay, and the number of contact hours associated with the assigned class. The contact hours are determined in accordance with the Texas Higher Education Coordinating Board standards. No adjustments are made to these rates for years of experience, years with the District, academic achievement, or midyear recruitment difficulties. The Vice President must approve a Memorandum of Assignment (MOA) in order for the adjunct faculty member to be paid.

Load in excess of one-half of the accepted full time load standard will be determined by comparing adjunct teaching load against the college’s full-time teaching load by discipline.

Adjuncts may be paid for work performed on grant contracts, but pay received for adjunct or community education instruction will not be considered in the determining the level of pay.

Adjunct faculty pay rates and any applicable exceptions to them can be found in the District website at:
http://www.lonestar.edu/templates/index.cfm?id=14221&top=admin

Temporary Full-Time Faculty
Should an adjunct faculty load exceed the load limitation in an academic year, the LEO must request that the adjunct faculty be provided a temporary faculty contract calculated as a pro-rata portion of the full-time faculty pay (including adjustments for degree and experience) plus benefits. The College responsible for exceeding the faculty member’s allowable load will incur the cost of the pro-rata contract and all benefits, minus the normal adjunct salary paid for assignment prior to exceeding the normal load.

Under such contract, the adjunct faculty must meet the same expectations as a full-time faculty to include proportionate commitment of time for office hours, curriculum development, student advisement, tutoring, etc.

Compensation for a pro-rata or temporary contract (one semester or less) will be according to the full-time faculty salary schedule for the educational level and experience of the adjunct faculty.

Continuing Education Instructors
Continuing education instructors are paid a rate of pay set by the Board of Trustees.

Full-Time Executive Officers, Administrators, Professional, and Support Staff Compensations

Full-Time Non-Instructional Salary Plan
Full-time executive officers, administrators, professional and support staff are referred to as non-instructional staff or non-instructional employees in this handbook. Compensation for non-instructional employees is determined in accordance with the schedule adopted by the Board of Trustees. The Lone Star College System non-instructional pay plan is located on the Human Resources website at these addresses:
http://www.lonestar.edu/templates/index.cfm?top=admin&goto=../d.cfm?id=510

The full-time salary schedule identifies classification levels by letters and numbers that are called bands. Each band is then divided into four quartiles. Positions are assigned to a classification band by the Human Resources office.

At present, the schedule’s first quartile is used for setting the salary for a newly hired, promoted or reclassified position. The second quartile is used for initial hiring of persons with exceptional experience. The third and fourth quartiles are not used for the assigned salaries, except to establish positions that have been identified by the Dir. C/C (in advance of posting) to require a higher starting level salary due to market conditions. All new hires and promotional salaries receive starting compensation in the first quartile.

Classification of Positions
The Dir. C/C evaluates the functions and responsibilities of each position to determine its classification level. The level is established by reviewing, decision-making responsibilities relative to the functional responsibilities, supervisory responsibilities, and complexities of the position including technical skill requirements. Individual skills or special preparation of an individual holding a position does not affect the classification. An evaluation of the classification of a position is required whenever a new position is proposed to be created (and posted/advertised), or when changes are proposed to the responsibilities of an existing position.

New Hires
The hiring manager and/or administrator shall, in consultation with the Dir. C/C, formulate a new hire offer, taking into consideration the applicant’s qualifications and the new hire range (first quartile) for the position.

The Dir. C/C will approve starting salaries in the following categories:

• Applicants who just meet, or slightly exceed, the minimum education and experience requirements of a specified position are hired at the entry rate of the appropriate salary grade;
• Applicants who exceed the minimum years of experience requirements of the position by at least three years may be hired up to the top of the first quartile for the appropriate salary grade; and
• Applicants with five or more years of experience above the minimum requirements may be hired in the lower portion of the second quartile.

Any hiring authority desiring an exception to (1) or (2) must request special approval from the LEO. After review by the Dir. C/C, the LEO may approve a starting salary in the second quartile.

Any salary proposed above the bottom two quartiles requires the approval of the VC/HR for non-contractual staff and from the Chancellor for contractual staff.

No offers of salary or position to a contracted employee shall be final until approved by the Board. Salaries offered that do not correspond to the District’s salary administration plan cannot be honored.

Adjustment to Base Salary for Non-Faculty Employees
Once established, a salary for an employee may be changed for the following four reasons only:

1. An annual salary increase was approved by the Board of Trustees;
2. The employee was promoted to a higher classified position;
3. The reassignment or voluntary transfer of the employee to a lower classified position; or
4. The reclassification of the position to a higher level.

Annual Salary Increase for Staff
Although there are no guaranteed salary increases, all full-time, non-faculty employees with a service date prior to March 1 are eligible for any annual salary increase approved by the Board of Trustees for the fiscal year. An employee whose position was reclassified to be effective September 1 will receive the percentage increase on his or her previous salary added to the new salary base.

An employee who is at or over the top of the salary grade cannot receive the across the board increase

Employees who receive promotions between June1st and August31th will receive the normal promotional salary increase (the greater of 2% of the entry level salary for the grade or 8% of current salary at the time the promotion is finalized) plus any Board approved across-the-board increase calculated using the pre-promotion salary.

Promotion
A promotion refers to an appointment, resulting from a search or a reorganization, in which a current employees moves from a position in one salary grade to another position in a higher salary grade. A promotion also refers to the move from a faculty position to an administrative position at a D63 level or higher.

Prior to discussing a promotion with an employee, a job description must be submitted with promotion paperwork to the Dir. C/C, who will review the salary with the LEO.

• Promotional increases are effective on the date the employee is required to perform the duties and responsibilities of the new position and should be planned to coincide with the start of the budget year;
• Promotional increases shall be equivalent to the entry-level new pay grade plus 2% or the equivalent of 8% of current base pay, whichever is greater. For positions within the “C” salary band, the hiring authority may recommend a promotional increase up to the top of the first quartile. Any proposed increase above the 2% or 8% increases for C-band and above positions must be justified and explained. Justification for such action include evaluating the relationship of the promoted employee’s salary to existing salaries of other employees within similar classifications as well as the scope of increased level of responsibilities within the higher position;
• Employees who receive promotions between June1st and August31sth will receive the normal promotional salary increase (the greater of 2% of the entry level salary for the grade or 8% of current pre-promotion salary) at the time the promotion is finalized plus any Board-approved across-the-board (increase calculated using the pre-promotion salary);
• The LEO and Vice Chancellor for Human Resources must approve any exceptions to compensation practices for non-contractual employees; and
• The LEO and Chancellor must approve any exceptions to compensation practices for contractual employees.

Reassignment
Reassignment is defined as a movement from a higher salary grade to a lower salary grade within the District that is initiated by the supervisor and approved by the LEO. The following salary rules apply:

Administrator - When a contractual administrator is assigned to a position with a lower salary grade, placement within the new grade will be based on the individual’s experience and qualifications. The rate of pay will be adjusted to the new pay range over three years, with equal adjustments made each year. No across-the-board increases will be made until the position is adjusted. Under no circumstances will the rate of pay exceed the range maximum after three years.

Dean - When an Dean is returned to a faculty contract status during the term of the contract, no salary adjustment shall be made until the next academic year. Placement will be made using the faculty salary plan, determined by the individual’s educational category and total number of years of service with the District.

Professional and Support Staff - When a non-contractual employee is reassigned to a position with a lower salary grade than currently held, the employee shall receive no salary reduction. The employee’s salary shall remain at this level, with no across-the-board increases, until the salary falls within the salary range for the position. However, a reassignment that results from disciplinary action may result in an immediate reduction in pay.

Voluntary Reassignment
A voluntary reassignment is defined as the movement from higher salary grade to a lower salary grade within the district-wide job hierarchy that is initiated by the employee. The Location Executive Officer (LEO), in consultation with the Dir. C/C, will determine the level of pay, considering among other things, the experience of the employee, the value of the position, and the budget of the affected department. The rate of pay may not exceed the maximum salary range for the requested position.

Application – Salary placement/approval guidelines for employees who seek a position with a lower grade will follow these guidelines:

• If the employee’s current salary is at or below the lower portion of the second quartile, the employee will receive no reduction in salary. The continuation of current salary may be approved by the hiring authority.
• If the employee’s salary is higher than the lower portion of the second quartile, in order for the employee to keep their current salary, the LEO must approve the reassignment salary.
• Salaries exceeding the upper half of the salary range must have VC/HR approval if the position is non-contractual, the Chancellor’s approval is required if the position is contractual.

Transfer
When an employee applies for and is selected to assume a new position with the same grade, the employee will transfer to the new job with no change in salary.

Position Reclassification Adjustment
Position reclassification is defined as a change in the value of a job resulting from approved, substantial changes in duties or responsibilities.. This process is designed to provide parallel classification for employees performing parallel duties and responsibilities. Reclassification of a position does not constitute a promotion or demotion of an incumbent member. If the reclassification results in any changes to compensation, adjustments are not retroactive, but are effective at the beginning of the fiscal year.

When a reclassification results in a change in the value of an existing job, the newly assigned salary range redefines the minimum and maximum values.

Reorganization of Functions
With approval of the LEO , directors may reorganize the functions of positions within his/her area of responsibility. New job descriptions must be written and graded by the Director C/C. If the new position(s) result in higher classification of a position a career ladder promotion may be granted with approval from Director E/S. Standard promotional increase will apply. If the new position(s) result in a lower classification of a position , standard reassignment guidelines will apply. Reorganizations may be done when there is an approved vacancy in an area or with the annual budget process.

Compensation for Work that Falls Outside Normal Administrative/Staff Duties
Employees may be asked, from time to time, to take on responsibilities that are not part of their position responsibilities. Additional compensation may be provided for the following.

Substitute Pay – When temporary instructional duties are assigned to a non-faculty employee, over and above their normal work duties, the employee is due substitute pay.

Special Stipends – Work performed outside of an employee’s normal work duties may be eligible for additional compensation in the form of special stipend. Non-exempt employees are usually not eligible to receive a stipend but may receive compensatory time when extra services work exceeds forty hours in a week. The amount of the stipend must be commensurate with the amount of time required to perform the work and the District’s compensation schedule for similar work. The Department Head for which the work was performed prepares a Memorandum of Assignment (MOA) and obtains the approval of the LEO.

All stipend PARs must be sent to Dir. C/C in advance of being entered into the payroll system for review of the rate of compensation. The reason for the stipend and the rationale for the compensation must be clearly stated on the PAR.

Interim Appointments
Whenever an employee is asked to assume all of the responsibilities of a position that is classified at a higher level than the current position, he/she is entitled to receive additional compensation.  However, additional compensation is not usually provided if an employee is asked to assume some, but not all, of a position’s responsibilities.

Staff Interim Appointments to a Higher Level Position - Employees who are asked to assume a temporary/interim position will be paid a stipend established to bring the employee to the entry level pay rate, plus 2%, for the interim position.  If the employee would not receive any additional compensation for assuming the higher classified position responsibilities because his or her salary is already above the entry level plus 2%, the Dir. C/C will work with the supervisor to identify an appropriate stipend amount. 

An employee who assumes interim responsibilities will not receive a change in contractual status or assume other benefits associated with the new position during the time of interim service.  If the employee is subsequently hired into the position, the standard promotional increase will be applied to their permanent base and, if the position is contractual, a contract will be issued at the time of the permanent appointment.  If the employee is not hired into the position, he or she will be returned to his/her base rate of pay.  If an across-the-board increase is implemented when the person is in the interim status, the increase will apply to the base salary amount only and the amount of the stipend will not be adjusted.

Interim Appointments to a Position Classified the Same as Employee’s Current Position – An employee who is asked to temporarily assume an exempt position that is classified the same as the employee’s current position will not receive a stipend or other adjustment in pay for the interim appointment.  However, a stipend may be paid if the employee’s supervisor for the permanent position continues to require the employee to provide assistance to the permanent department.  This assistance will be compensated consistent with the value of the position.  Non-exempt employees who assume additional interim responsibilities shall receive compensation time for extended working hours shall be provided consistent with the District’s overtime pay and compensatory time rules as indicated in this document.  See the sub-title “Overtime and Comp Time.” 

Faculty Interim Administrative Appointments - A faculty member who serves in an administrative capacity on an interim basis will continue to receive his or her faculty salary plus a stipend.  The amount of the stipend will be calculated based on an annualized total of his or her previous year’s additional pay for overloads, summer teaching and program coordinator responsibilities, prorated for months of service or the entry level salary plus 2%, whichever is higher.  A faculty member who takes on an interim assignment will not receive a change in contractual status.  If an across-the-board increase is implemented during the interim status, the increase will apply to the base salary amount only and the amount of the stipend will not be adjusted.

If the faculty member is subsequently hired into the position, the standard promotional increase will be applied to their permanent base and, if the position is contractual, a contract will be issued at the time of the permanent appointment.  If the faculty member is not hired into the position, he or she will be returned to his/her base rate of pay.  If the ending date of the interim position precludes the faculty member from being assigned such additional pay, then the stipend shall continue to the first day the faculty member could assume additional responsibilities.

Overtime and Comp Time
The System Office Human Resources office shall use the Fair Labor Standards Act (FLSA) and Labor Department regulations to determine whether each position is considered to be exempt (not subject to the overtime rules) or non-exempt (subject to the overtime/comp-time rules).  The following are general guidelines:

• Full-time and adjunct faculty are exempt under FLSA regulations;
• Administrative and professional staff positions are exempt.
• Support staff positions are non-exempt.

Employees who are subject to the provisions of the FLSA are eligible for overtime.  The Dir. C/C is responsible for designating positions as “exempt” or “non-exempt.”  Employees not exempt from the provisions of the FLSA shall be paid at least minimum wage and receive compensation for overtime under the conditions specified in the Act.

Non-exempt, overtime-eligible employees may only make up time missed from work on the day work was missed or in the same workweek in which the work was missed. The employee’s work hours shall not exceed 40 hours.

Overtime shall be assigned when it is determined by the supervisor to be necessary.  Overtime must be approved in advance and confirmed in writing by the supervisor.  As soon as possible after the need for overtime is determined, the Department Head shall notify the employee that overtime must be worked.  Upon request, an employee is expected to work overtime. 

In assigning overtime, the Department Head will consider employee preference for overtime assignments.

Employees working at more than two rates of pay in single work week – On occasion, a full-time, non-exempt employee may work at another job with the District.  When a non-exempt employee works at two or more different types of work for which different rates of pay have been established, the employee’s regular rate for that week is the average of all rates.  The employee would then be eligible for overtime pay at one and one half the average for all hours worked over 40 hours.

Dual employment for “occasional or sporadic” work  – When an employee works on occasional or sporadic basis in a substantially different capacity, the work is exempt from overtime rules.  It is important to note that regular part-time jobs, where the employee works scheduled hours, will not qualify under this provision.  Performance of work similar to work regularly performed will not qualify for this provision.

Dual employment, exempt and non-exempt – There may be occasions whereby a full-time exempt employee works an additional job, which is classified non-exempt.  In this case, no overtime is required.

Compensation for Overtime Work – Non-exempt employees are entitled to compensatory time at a rate of 1.5 hours for each hour worked in excess of 40 hours within a workweek.  When computing compensatory time, keep in mind that compensatory time is actually time worked in a week over and above 40 hours.    This means that if any sick leave, vacation time, compensatory time, or holidays occurred during the week when the time was worked, the compensatory time, vacation time, sick time, or holiday time is not counted towards the actual hours worked, which is a 40-hour weekly minimum.  Therefore, working over 8 hours in a day during such weeks is compensated at the regular rate of pay.  Only hours over 40 actual hours worked are compensated at the rate of one and one-half times the regular rate of pay. 

Compensatory time may be accrued up to 240 hours.  If compensatory time exceeds 240 hours, the accrued overtime hours in excess of 240 hours must be paid at the employee’s current rate of pay.  Upon termination, all compensatory hours must be paid at the employee’s current rate of pay.

An employee who is transferred to another department shall be paid for any accrued, authorized overtime by the department in which the overtime was worked.

The department and other offices as designated shall maintain attendance records kept for pay purposes.  Attendance records shall contain the employee’s name, workweek, and work schedule, if not standard.  Records of time worked and leave accruals (including compensatory time off accruals) shall be maintained in the benefit system.

Part-Time Employees/Student Workers

Part-time Employees
A part-time employee is hired for an indefinite period to work no more than 19.5 hours per week, or for a limited period of time to work more than 19.5 hours per week not to exceed 4.5 months per fiscal year.  Employees in this category may be appointed to professional or support staff positions and shall not be covered by benefits (Lone Star College System Board Policy DDA).  The department manager handles the hiring process for part-time employees.

Student Workers
Student workers shall refer to all employees who are employed with the District in a staff capacity and whose employment is contingent upon enrollment as a student at Lone Star College System (Lone Star College System Board Policy DDA).  Neither student workers, nor part-time hourly employees, shall be scheduled to work more than 19.5 hours per week, and neither shall the job classification be eligible for health and life insurance benefits.  The Office of Financial Aid administers the hiring process for student workers.  Department managers or Deans requiring student workers will coordinate their needs with that office.  Approval to hire student workers is contingent upon the availability of budgeted funds.  The final authorization for hiring of a student worker shall be evidenced by a PAR signed by the College Vice President of Administration.

Compensation for Part-time Employees
The Lone Star College System Part-time Classification Structure establishes hourly rates for part-time employees and student workers.  These hourly rates remain in effect and are not adjusted by across-the-board salary increases.  The compensation of an employee hired into a part-time position will not be adjusted based on his or her experience or educational degrees.  The rate paid to a part-time employee will not be increased unless the rate of pay for that category of part-time employee is increased. 

Time sheets for these employees are prepared using the procedures in the Supervisor’s Payroll Manual.

System Office Payroll publishes working schedules of monthly payroll deadlines.  The Payroll Supervisor must make employees aware of this schedule to ensure the timely input of payroll information.

As a general rule, timesheets that have been approved by the employee’s supervisor may be entered into the system with no further approval required.  However, if an employee’s time record appears unusual or there is some reason to question the data, the College Payroll Coordinator should review the problem with the Vice President for Administrative Services, who will contact the employee’s supervisor, if necessary.