CHAPTER IV WAGE AND SALARY ADMINISTRATION

CLASSIFICATION OF POSITIONS AND COMPENSATION PAY PRACTICES Direct Deposit and Pay Advice Distribution Pay Dates Pay Option for Faculty Payroll Deductions Federal Income Tax Exemption from Income Tax Withholding Social Security (FICA) SALARY ADMINISTRATION Salary Schedules Overtime/Compensatory Time Holiday Work Salary Placement Guidelines Initial Salary Placement Part-time Employees Salary Increases Overload Salary Promotions, Transfers and Demotions Advancement for Educational Attainment

CLASSIFICATION OF POSITIONS AND COMPENSATION The College maintains a classification plan for positions which groups administrative, professional support, classified staff, technology support, skilled trades and law enforcement positions into separate salary schedules and specific salary grades. Positions of comparable scope and magnitude of responsibility are grouped in the same grade. All positions are assigned to the appropriate salary grade which provides equal pay for equal work by employees. A job description is developed for each position. This description includes a general statement of duties and responsibilities and describes the qualifications required for the position. Each department head has a copy of the job descriptions for positions within the department. Reference College Procedure 3.12.03.14 for additional information. The College classification plan for faculty distinguishes among various types of faculty positions (full-time instructor, librarian, counselor, adult vocational/special programs instructor and coach, and part-time instructor). Appropriate salary schedules have been developed to take into account educational level and experience. Initial salary is based upon placement guidelines for education and prior related experience.

PAY PRACTICES Direct Deposit and Pay Advice Distribution El Paso Community College is following a mandatory Direct Deposit program. All employees are required to be on Direct Deposit. If an employee cannot sign up for Direct Deposit, the pay card is available as an alternative. All Direct Deposit and pay card forms should be submitted to the Payroll Office at the Administrative Service Center. The Direct Deposit must remain in effect throughout employment with the District. Pay advices are available on-line to review pay information. Pay Dates The pay date for an employee is determined by the employee’s primary employment status as follows:

Employment Status Pay Date Full-time regular employees (salaried) 25th of the month or last business day prior to

the 25th

Part-time Faculty (salaried) 25th of month or last business day prior to the 25th (equal installments). Faculty will be paid on the last day of the semester for Fall and Spring semester rather than the 25th of December and May.

Part-time Faculty (hourly) 25th day of the month or last business day

prior to the 25th

Part-time and/or temporary employees (hourly) 15th day of the month or last business day

prior to the 15th Pay Option for Faculty Full-time Faculty may choose to have their academic year salary in nine (9) or twelve (12) monthly installments. Payroll Deductions Upon receipt of a paycheck, each employee should verify the accuracy of the information provided on the pay advice. Employees may notice that several deductions have been made from their gross earnings. Mandatory deductions are for Federal Income Tax and applicable retirement programs (for eligible employees). Other deductions are for services which the employee may have opted to receive such as additional insurance coverage. The pay advice will also show the College's contribution toward several insurance coverages (for eligible employees). Employees eligible for paid leave will note that available vacation and sick leave is indicated (in hours) on the pay advice. (NOTE: Because leave time during the pay period normally is not reported in time for adjustment to the paycheck, hours of leave available as indicated on the advice may not be consistent with the employee’s records.) The employee’s supervisor should be able to assist if there are questions about the advice. • Federal Income Tax

Federal withholding taxes are deducted depending on individual exemptions, allowances claimed and salary bracket. Employees may also authorize additional withholding amounts from each pay if desired (whole dollars only, percentages cannot be accommodated).

• Exemption From Income Tax Withholding An employee may claim to be exempt from income tax withholding because he/she had no income tax liability last year and expects none this year. The employee must file a Form W-4 each year to claim exemption from withholding. Some non-resident alien employees MAY be exempt from Federal Withholding Tax. Employees must secure the specific article number of the tax treaty from their own Consulate and claim exemption.

• Social Security (FICA) FICA is used to finance two separate programs. One part is OASDI (regular social security retirement benefits) and the other part is HI (Medicare). After March 31, 1986 all employees of the College (except those who qualified for the continuing employment exception and students) began coverage under the HI part of FICA. The College remains exempt from the OASDI portion of FICA.

SALARY ADMINISTRATION Salary Schedules Salary schedules are developed each year with the beginning of the new fiscal year and are based upon the compensation program approved by the Board of Trustees and implemented by the College Administration. Separate tables are developed for full-time and part-time Faculty, Administrative,

Professional Support and Classified Staff employees. Copies of the salary schedules are provided on the web-site at: http://www.epcc.edu/personnelservices/classification/compensation.html Overtime/Compensatory Time In some cases, administrative operating necessities will require that an employee work more than the regularly-scheduled 40 hours in a week. Administrators, Professional Support Staff and Faculty are exempt from consideration for overtime compensation. Classified Staff will be compensated either by compensatory time off or by overtime pay. (Refer to the "Compensatory Time for Full-time Non-exempt Employees" Procedure 4.12.03.14). Holiday Work Employees who are eligible for holiday pay and who are required to work during an institutional holiday will be granted equivalent time off on another day, or in unusual cases, where granting time off is impractical, the employee will receive compensation in accordance with procedures. Salary Placement Guidelines • Initial Salary Placement

The starting salary for a new full-time employee is determined by the employee’s prior education and experience. Each position grade has an entry range up to a maximum entry salary level. The Personnel Services Department, in coordination with the supervisor, determines the beginning rate of pay for new employees according to standard placement guidelines for education and prior experience.

• Part-time Employees Part-time employees are normally placed on the salary schedule at the minimum salary of the grade for the position which they hold.

• Salary Increases Pay raises may be authorized as part of the annual budget formulation process after an evaluation of job performance and within budgetary guidelines from the College.

• Overload Salary Full-time Faculty members may be assigned additional instructional or non-instructional assignments over and above their required base workload. These additional assignments are compensated at the appropriate rate based upon the part-time Faculty compensation guide. Payment for the additional assignments is normally made in the Faculty member’s regular paycheck.

• Promotions, Transfers and Demotions For compensation purposes, a promotion occurs when an employee is selected to fill a position in a new salary grade which has a higher midpoint than the employee’s present grade. A transfer is a personnel action in which an employee remains in the same workload and status and is appointed to a different position at the same or lower level in classification and salary grade. Employees may apply for announced vacancies as a means of transferring from one position to another. A demotion occurs when an employee is transferred to another position where the midpoint of the salary grade is lower than the midpoint of the employee’s present grade. Details on salary placement due to promotion, transfer or demotion may be found in the College Procedure 3.12.00.10.

Advancement for Educational Attainment College employees are encouraged to pursue continuous professional growth during their employment. Such growth activities may include the completion of college or university degrees. As a means of recognizing academic achievement beyond the education required for the employee’s current job, the District may grant a pay increase upon successful completion of degrees (or additional graduate work for Faculty) from accredited colleges or universities. Details on the programs are contained in College Procedures 3.12.01.10 and 3.12.01.14.