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Compensation and Salary Administration

The objectives of Boston College's compensation system are to attract and retain qualified individuals and to motivate them to perform at a high level. To accomplish these goals, the Department of Human Resources conducts an ongoing assessment of relevant external markets for various occupational groups and establishes pay practices for Boston College that reflect a competitive position in those markets. On an individual basis, salaries will reflect qualifications, skills, performance, and competitiveness with the appropriate job market. For more information, please visit the web site of the BC Compensation Office.

Position Classification System

The Boston College compensation program uses a classification system in which each job is reviewed based on information provided in a role description. The analysis of a job considers requirements such as knowledge of the area, problem solving, organizational breadth, accountability, and required skills and experience. This information is evaluated in the context of internal equity and competitiveness with the appropriate job market.

Based on the results of this analysis, each position is assigned an appropriate market reference point (MRP) and band level. Its eligibility for overtime compensation is also determined based on the Fair Labor Standards Act, a federal law that specifies what types of positions are not eligible for overtime pay (exempt positions). At Boston College, all nonexempt positions are on the weekly payroll, and nearly all exempt employees are on the monthly payroll.

The job classification process is initiated for the creation of a new position or a significant change (increase or decrease) in the key responsibilities of a position. A supervisor, or an employee following consultation with the superior, may request reevaluation of a position by contacting a member of the Compensation staff in the Department of Human Resources.

Overtime

Exempt/Nonexempt Classification

The Fair Labor Standards Act designates certain workers as eligible for overtime compensation. The following terminology is used to distinguish workers who may receive overtime pay from those who may not:

  • Exempt refers to those employees whose duties and responsibilities make them exempt from overtime compensation as defined by the Act. At Boston College, nearly all exempt employees are on the monthly payroll.
  • Nonexempt refers to those employees whose work, as defined by the Act, makes them eligible for overtime compensation. At Boston College, nonexempt employees are on the weekly or hourly payroll.

Eligibility for Extra Hours/Overtime

Nonexempt staff are eligible for payment for extra hours worked at the request of the supervisor at times when workloads or unusual circumstances make it necessary. Whenever possible, the extra hours will be offset by allowing the employee an equivalent number of hours off during the same pay period, so that the total hours worked will not exceed 40 in a week. "Compensatory time" for extra/overtime hours is not permitted to be carried over to subsequent weeks. Extra hours worked between 35 and 40 per week are compensated at the regular hourly rate; overtime hours beyond 40 in a week are compensated at one and one-half times the regular rate.

Holidays and Emergency Closings

When a nonexempt employee works on a holiday, he/she will receive holiday pay at the regular rate, plus overtime pay at one and one-half times the regular rate for all hours worked. This guideline applies regardless of the number of hours the employee works during the work week in which the holiday occurs. Essential employees (as designated by management) who work during a University-declared emergency closing or early release will be similarly compensated.

Whenever possible, compensation for work performed on a holiday or during an emergency closing will be made through the provision of compensatory time, at one and one-half times the hours worked, within a reasonable period and preferably during the same week.

Submission of Employee Time — Regular and Overtime Hours

All hourly employee time worked, as well as any extra hours worked by weekly salaried employees, is entered by inputting start and stop times into the University Kronos time collection system by the individual employee or the designated departmental Kronos approver. During a normal week, all earned time must be entered no later than Saturday of the current week, with the formal Kronos approval process scheduled for the following Monday at noon. When a holiday occurs during a work week, the approval deadlines may change, and departments will be notified via email from the Human Resources Service Center (HRSC).

Probationary Review

The performance of new employees is reviewed at the end of the official probationary period; that is, after six months of employment for exempt employees and four months of employment for nonexempt employees. Probationary reviews provide an opportunity for the supervisor and the employee to determine the appropriateness of continued employment for the employee and to discuss performance and areas for further development.

Exempt employees hired between December 2 and May 31 and nonexempt employees hired between February 1 and May 31 are not eligible for the annual merit review. Instead, they are eligible for a salary increment in conjunction with their probationary review.

Annual Merit Review

All employees are eligible for a merit review on an annual basis. Exceptions may include those hired into temporary, externally funded positions and those who have not completed the new-hire probationary period as described in the "Probationary Review" section above.

The purpose of the merit review is to provide an opportunity for employee and supervisor to discuss the employee's performance over the past year in the context of the employee's position responsibilities and the objectives of the department or work unit. The annual merit review is an opportunity to provide salary increments which reward good performance. The increments reflect recent economic conditions and the market, subject to the availability of University resources.

Supervisors are expected to complete a written performance appraisal for each of their employees, in concert with the University's Performance Management system, and to schedule time to discuss the appraisal with the employee. Each employee is provided an opportunity to respond to the appraisal in writing. The supervisor's appraisal and the employee's response both become a permanent part of the employee's personnel file in the Department of Human Resources.

Payroll Procedures

The Human Resources Service Center is responsible for processing and distributing all paychecks. Questions concerning salary or wages, tax deductions, and the procedures described in this section should be directed to the HR Service Center in Room 100, 129 Lake Street.

Payroll and Tax Forms

(This section last updated online: June 29, 2001)

New employees must fill out, upon hire, all appropriate payroll, personal data, and tax forms. These forms and instructions are available here. The forms may be completed at the HR Service Center on or before the first day of work. Pay cannot be processed unless all the necessary forms have been completed, including the I-9 Form described below.

Employment Eligibility Verification Form (I-9)

(This section last updated online: June 29, 2001)

All new employees are subject to the requirements of the Immigration Reform and Control Act of 1986, which stipulates that only American citizens, permanent resident aliens, and aliens who are authorized to work in the United States may be hired. Therefore, each new employee must provide evidence of identity and work eligibility as a condition of employment. The I-9 form satisfying this requirement must be completed at the HR Service Center within the first three days of work.

Employees who are not United States citizens must provide the HR Service Center with a copy of their visa and Social Security card. If an individual does not have a Social Security number, he/she must apply for one and provide a copy of the application to the HR Service Center when the I-9 form is completed.

Pay Period

(This section last updated online: June 29, 2001)

Members of the professional/administrative staff are paid in the middle of the month (usually the 16th) for that calendar month. New employees who begin working in the middle of a month and who miss that month's pay cycle will be paid in full on the next monthly pay cycle.

All other employees are paid on the last working day of each week for work performed the previous week. For employees who must report time worked in order to receive pay, their hours worked each week must be submitted to the HR Service Center by 10:00 a.m. on Friday for payment the following Friday. When a holiday occurs at the end of a week, the hours must be submitted on the last working day of that week. For employees who use the Kronos Time Collection System, time must be approved by the work department and transmitted to the HR Service Center Time Keeper by noon on Monday following the work week.

Pay Distribution

(This section last updated online: June 29, 2001)

The required method of pay distribution at Boston College is direct deposit to an employee's checking or savings account. Virtually any bank or credit union may be used. New employees must complete a Direct Deposit authorization (part of the Personal Data Form) and submit it to the HR Service Center in Room 100, 129 Lake Street. For checking accounts, a voided check must be included with the authorization form; for savings accounts, a Direct Deposit for Savings Form completed by a bank representative will be required.

Currently, pay advices for employees on the weekly payroll are picked up and distributed by building or department representatives on each payday. Pay advices for employees on the monthly payroll are mailed to their home addresses. (Note: Online pay advices are expected to replace paper advices in a program to be phased in over time.)

Employees are responsible for verifying that direct-deposit amounts have been credited to their accounts on payday.

Payroll Deductions

Pay advices indicate gross earnings, net earnings, and all deductions. Required payroll deductions include federal income tax, state income tax, Social Security (OASDI) and Medicare (HI) taxes. Voluntary deductions may be arranged on an individual basis.