On the Hunt for Purdue's Pay Policies and Procedures
Locating Purdue’s pay policies and procedures can be quite a challenge. Among the Business Procedures Manual, Business Office Memoranda, and Executive Memoranda are nearly 50 documents addressing pay.
These documents span a 40-year period and are arranged primarily in chronological and then alphabetical order, rather than grouped by topic. So, when you, as a supervisor, need to know something specific about compensation, it’s hard to find what you’re looking for.
Human Resource Services is in the process of updating these policies, but in the meantime, this article can help you locate and become familiar with the contents of Purdue’s pay policies and procedures. With this information, you will be able to find and understand how the policies and procedures relate to your specific situations.
The framework
When thinking about Purdue’s pay policies and procedures, it is useful to remember that many of them were initiated because of the need to comply with laws and regulations. The most significant law driving pay policies is the Fair Labor Standards Act (FLSA).
The FLSA was created to protect employees who were required to work long hours at very low rates of pay. It affords protection by requiring employers to keep records of hours worked by covered employees, to pay them at least minimum wage, and to provide overtime payment for hours worked in excess of 40 per workweek. (Purdue’s policy is stricter than this for clerical and service staff, requiring that they be paid overtime for hours worked beyond 8 per day. For operations and technical assistants, overtime starts for hours in excess of 40 per week.) Employees covered by these provisions of the FLSA are defined as “nonexempt.”
Other groups of employees have been “exempted” from the requirements of the FLSA. Their hours of work are not recorded and they do not receive overtime pay. (At Purdue, exempt employees are classified as 20A, 30A, 50A, 60A, 80A, and 90A, and all faculty members).
Thinking about Purdue’s pay policies and procedures in terms of whether they are general, whether they relate to exempt employees, or whether they relate to nonexempt staff provides a useful framework for understanding and organizing them.
The policies and procedures
Below is a list of key policy documents relating to pay. The list includes three sections: the first with general compensation and classification policies, the second with policies and procedures relating specifically to exempt employees, and the third relating to nonexempt staff. The list includes the title of the document, where it is located, and a brief description of its contents.
Documents found in the Business Procedures Manual are listed alphabetically by title; memoranda are in numerical order within each area (Executive Memoranda, Vice President for Business Services, Business Office Memoranda, etc.)
| General compensation and classification policies |
Compensation Administration Terms
Position Classification
Classes of Purdue University Appointments for Personnel Not on University Payroll
- Executive Memorandum C-12
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Defines four types of appointments to the University that are without pay (adjunct faculty, associate staff member, affiliate staff appointee, visiting scholar appointee)
Classification Definitions and Policies Relating to Clerical and Service Staff Members
Pay Practice for Adverse Weather Conditions
- BPM (relates to Executive Memorandum C-35, which defines adverse weather
- Describes how employees in all staff groups are to be paid in the event a snow recess is declared, and how time is to be covered if adverse weather prevents individuals from reporting to work
| Exempt staff (including faculty) pay policies |
Classification
Classification of Exempt and Non-Exempt Administrative and Professional Exmployees
- IV.4.1
- Defines staff groups receiving monthly pay (management, administrative and supervisory, operations assistant, professional, professional assistant, technical assistant) and describes benefits associated with each staff group
Employee Classification System
- IV.4.2 (supersedes BOM No. 193, BOM No. 145 and Addendum to BOM No. 145)
- Lists classification titles, position coding, and legends associated with position coding for faculty and exempt staff positions
Pay
Employment Period for Academic-Year Staff
Monthly Payroll Procedures and Information
- BPM/Payroll Procedures
- Addresses documentation, procedures, special situations
Compensation for Summer Intensive Instructional Activities and Non-Continuing Education Overload Activities
- Executive Memorandum C-40
- Provides guidelines for determining extra-compensation appointments, approval, and monitoring requirements
Form 10S – Payroll Change – Summer Employment
Compensation for Staff Members Participating in Continuing Education Activities
- Executive Memorandum C-18
- Defines continuing education activities, explains how faculty/staff may be compensated for these activities, discusses employment and benefits for staff participating in these activities
Terms and Conditions of Employment of Lecturers
- Executive Memorandum C-48
- Defines policies and procedures relating to appointment, pay, and benefits for continuing and limited-term lecturers
| Nonexempt staff pay policies and procedures |
Classification
Classification Definitions and Policies Regarding Clerical and Service Staff Members
Pay
Pay Rates/Scales
- BPM
- Guidelines, pay rates, shift differential, and pay scales
Hiring Rates and End of Provisional Period
- Vice President for Business Services and Assistant Treasurer Memorandum No. 167
- Discusses hire and end of provisional period rates and exceptions to them
Pay Practices
- BPM
- Discusses pay upon transfer, staff change, return from unpaid leave, return from layoff, and re-employment, explains holiday pay, call back pay, and pay following provisional period
Pay Status for Clerical and Service Staff During Emergency Building Search
- BOM No. 152
- Explains factors determining whether or not clerical and service employees will remain in pay status during an emergency building search
Holiday Pay During Layoff Period
- Vice President for Business Services and Assistant Treasurer Memorandum 151 (amends BOM No. 151)
- Defines which holidays will be paid during layoff status
Hours Worked and Overtime
Wage Administration for Clerical/Service Staff and Operations/Technical Assistants
- BOM No. 175
- Consolidates some pay information, discusses overtime and maximum overtime allowable
Hours of Work
- BPM
- Explains FLSA requirements regarding work, workweek, waiting time, rest and meal periods, changing clothes and washing time, discusses attendance at lectures, meetings, and training programs, course study, travel time, medical attention, employee counseling, and keeping time records. Indicates there is no compensatory time off policy at Purdue.
Overtime
- BPM
- Cites BOM No. 179 and BOM No. 175. Explains who is eligible for overtime, how overtime is authorized, how overtime pay is calculated, lists other provisions related to overtime, and discusses the effect that working for two departments may have on pay and overtime
Overtime/Call-Back Pay for Non-Exempt Staff Members
- BOM No. 179
- Explains call-back pay policy
Flexible Schedules
Flexible Work Schedules for Biweekly-Paid Staff and Operations/Technical Assistants as Subject to the Fair Labor Standards Act
- BOM No. 178
- Provides criteria for determining advisability of implementing a flexible work schedule, explains procedures
WorkLife Programs
- BPM
- Variety of programs explained, scroll through document or do a word search to find “Flexible Work Schedules” section. Provides information similar to BOM No. 178. Also includes information on how to indicate that a flexible schedule is in place when recording hours worked on a timesheet.
For further information, contact your compensation analyst:
- Donna Dye, 49-46848
- Sandy Mason, 49-43295
- Jan Metzinger, 49-63434
- Sasse Small, 49-67752
- Viki Tillotson, 49-47415
- Mike Tyrrell, 49-47389
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