Pay and Benefits

Basis for Determining Pay

The rate of pay for your position is determined by the nature and scope of the duties performed and the University’s pay structure.

Job Description

It is the University objective that every non-faculty job has a written job description stating the purpose, functions and minimum qualifications of the job. All jobs are evaluated by a systematic method that rates the job itself, not the person performing it. The work the job calls for is analyzed, and an accurate description is written. The job is then ranked according to its level of responsibility and is assigned to a grade level. Grade levels, representing increasing job responsibility, progress upward from 4 to 12 for secretarial, clerical, technical, facilities and public safety jobs and from 20 to 34 for professional and administrative staff jobs.

Work Assignments

Depending on the work flow of a department, there may be times when it will be necessary for employees to be temporarily assigned to another job within that department or division, or even to another department or division. You are expected to comply with this type of request. Failure to do so may result in disciplinary action up to and including termination.

Pay Cycle

Our semi monthly pay period runs from the first day of the month through the 15th day of the month, and the 16th of the month through the last day of the month. Regular full-time employees are paid for the actual days included in the current pay period. Regular part-time, temporary/casual employees have a one pay period lag time, e.g., the employee must work two pay periods before receiving the first pay check. For non-exempt employees, overtime or hourly variances (docking) will take place one pay period behind.

In the event that a regularly scheduled payday falls on a day off such as a weekend or a holiday, paychecks will be distributed on the last workday prior to the regularly scheduled payday. If a regular payday falls during an employee’s vacation, the paycheck will be available upon his or her return or, if the employee has arranged for direct deposit, the check will be sent to the direct deposit institution.

Mandatory Pay Deductions

Deductions are made from an employee’s paycheck for income taxes, social security, and other deductions required by law. These deductions are itemized on your check stub.

The amount of your deductions will depend on your earnings and on the information you furnish on your W-4 form regarding the number of exemptions you claim. If you wish to change this number, please request a new W-4 form from the Human Resources department. Verbal or written instructions are not sufficient to modify withholding allowances.

The W-2 you receive annually reflects how much of your earnings were deducted for these purposes.

Any other mandatory deductions made from your paycheck such as garnishments will be explained to you whenever Fairleigh Dickinson University is ordered to make such deductions. You will be notified before any deductions are taken.

Direct Payroll Deposit

Direct payroll deposit is the automatic deposit of your pay into the financial institution accounts of your choice. You may sign up or change your direct deposit at any time. Contact the payroll manager for details and the necessary authorization form.

Lost or Stolen Checks

If your paycheck is lost or stolen, contact the payroll manager to request that a stop-payment order be issued. A written confirmation of your request will be required. Immediately after the bank confirms that the original check has not been cashed, the Finance Department will issue a stop payment order to the bank and a replacement check will be issued to you. This process usually takes three business days after your written request is received in the Human Resources Department.

Overtime Pay

All regular and temporary non exempt, non union employees who work more than forty hours in a work week (Monday through Sunday) will be paid at one and one-half times their regular hourly rate of pay for hours worked in excess of forty.

Regular non-exempt employees who, as scheduled, work on a University-observed holiday, will receive one and one-half times their rate of pay for the hours actually worked, plus the regular pay they would have received if they had not worked. Although temporary and student employees are not entitled to any holiday pay, they will be paid at the rate of one and one-half times their rate of pay for the hours worked, if they are required to work on an observed holiday.

Overtime pay practice for secretary/clerical union employees are contained in the Collective Bargaining Agreement between Fairleigh Dickinson University and Office and Professional Employees International Union, Local 153, AFL-CIO.

All overtime must be pre-authorized by the department supervisor.

Employees in executive, professional, and certain administrative jobs are not eligible for overtime payment. Job descriptions indicate status as an exempt or non-exempt employee.

Compensatory Time

Exempt, non-faculty employees who are required by their supervisors to work outside their normal work schedule will be given equal time off with pay within 60 days of the date the time was worked. Time not used within 60 days will be lost. Payment will not be made for any unused compensatory time at termination.

University-Observed Holidays

University-observed holidays are developed in consultation with the academic schedule. Understandably, employees are needed to be at work when the students are attending classes.

Regular full-time and part-time employees receive up to 13 paid holidays in a fiscal year. Full-time employees whose work year is less than 12 months will not be paid for holidays that fall during the time they are inactive. However, when a holiday falls within five (5) working days preceding the period of inactivation, the employee will receive pay for that holiday. Labor Day is a paid holiday only for those inactive employees who returned to work before the Labor Day Holiday.

Part-time employees receive holiday pay if the observed holiday falls on a scheduled workday. Part-time employees who work less that 16 hours per week are not eligible to receive a floating holiday if a floating holiday is determined to be one of the 13 paid holidays.

Temporary/casual and student employees are not eligible to be paid for University Observed Holidays.

Non-exempt employees scheduled to work on a University Observed Holiday will be paid at one and one-half times (1 ½) their hourly rate of pay for the hours actually worked, plus the regular pay they would have received if they had not worked.

In addition to the 13 University Observed Holidays, most University operations are curtailed for three (3) days between Christmas Day and New Year’s Day. While some departments may require employees to report to work to meet University needs, most employees have this time off with pay. Non-exempt employees who are required to work will receive one and one half times their hourly rate of pay for hours actually worked, plus the regular pay they would have received if they had not worked.

An employee on any type of leave of absence is not entitled to be paid for any University observed holiday that is scheduled during the period of the leave of absence.

A list of holiday dates to be observed is distributed prior to the beginning of the fiscal year (July 1). In a year when a floating holiday is one of the 13 observed holidays, employees must schedule their floating holiday during their work year (9,10, 11, 12 months). Floating holidays may not be carried over into the next fiscal year. Employees who are eligible for a Floating holiday must schedule the time with his or her supervisor at least five days ahead of the selected date. Employees in the Introductory Period are not eligible for Floating Holidays until the Introductory Period is concluded.

Note: In any year when all thirteen (13) University observed holidays are not scheduled on specific dates, the unscheduled number will become Floating Holidays. Floating Holidays will be scheduled by the employee and must have the prior approval of the supervisor.

Time Records

Non-Exempt Employees

By law, the University is required to keep accurate records of the time worked by employees. This is done by time clocks or other written documentation. Time records are the property of the University and are used to document the following:

  1. Actual start time and stop time
  2. Regular hours
  3. Overtime

You are responsible for accurately recording your time. One may not punch in for someone else or record hours for another employee. Tampering with another person’s time record or knowingly reporting your time incorrectly is cause for disciplinary action up to and including termination. Please report any error in recording your time to your supervisor immediately so appropriate corrections may be made.

Exempt Employees

Exempt employees are required to submit an Absence Report on the last work day of every month.

Compensation Reviews

Overall pay increases are determined by the Board of Trustees and are based largely upon student enrollment. Normally, the increases are given in the second pay period in November thereby giving the Board the opportunity to review the actual enrollment for the fall semester and project the enrollment for the spring semester. Overall pay increases are granted in one of two ways, across-the-board or merit. Merit increases, if granted, will be tied to performance reviews. Of course, in any year there is a decision to grant an-across-the board increase, it will not be tied to performance review. Local 153 unit employees should consult the Agreement for information regarding annual increases in salary.

Non-union employees hired on or after May 15th of any year will not receive an across the board increase.

Promotional Increases

You will receive an increase if you are promoted to a higher-level position. Your promotional increase will depend on the salary range of the grade level for the new position.

Employment Status

  • Employees who work 35 or more hours per week on a regular basis for 9, 10, 11, or 12 months a year are classified as regular full-time.

  • Employees who work up to a maximum of 28 hours per week on a regular basis for 9, 10, 11, or 12 months a year are classified as regular part-time.

  • A student employee is one who began work after being admitted as a full-time undergraduate student (12 or more credits) or a full-time graduate student (9 or more credits). Student employees may work a maximum of 20 hours per week when enrolled in classes. If student status is maintained, student employees may work a maximum of 28 hours per week during the summer and intersession.

  • Employees who are entitled to overtime pay are considered non-exempt.

  • Exempt employees are generally salaried and perform executive, administrative, managerial, professional, technical or outside sales-related job functions. Exempt employees are paid for the successful completion of specialized assignments rather than for the actual hours worked.

  • Employees who are hired to work for a designated period of time are not entitled to University provided benefits unless required by law. The work assignment, work schedule and duration of the assignment will be determined on an individual basis. Generally, a casual position will not extend beyond six months, unless extended with the approval of the Associate Vice President For Human Resources. Summer employees, interns and seasonal intermittent employees are considered casual workers.

Benefits Eligibility

Fairleigh Dickinson University is committed to providing a comprehensive benefits program for all eligible employees.

As a Fairleigh Dickinson University employee, you will enjoy all of the benefits described in this Employee Handbook as soon as you meet the eligibility requirements for each particular benefit. Coverage is available to you and your dependents as defined in the Benefit Summary brochure that is available from the Human Resources Department. Temporary employees are not eligible for non-statutory benefits.

Workers’ Compensation

At no cost to you, Fairleigh Dickinson University has purchased workers’ compensation insurance that provides you with protection in the event of a work-related injury or illness. In the event that you become ill or are injured while you are performing job related duties, you are required to notify your supervisor on the day the illness or injury occurs. A report must be completed and sent to the Human Resources Department. In the absence of your supervisor, contact the Human Resources Department or the Public Safety Department. Failure to report a work related illness or injury could result in a loss of benefits.

Medical Benefits Coverage

Fairleigh Dickinson University is committed to provide a level of benefits necessary to promote the health and well being of both you and your family and makes available to all regular full-time employees a comprehensive, quality medical insurance program that includes dental and vision. You become eligible for coverage according to the terms of the Plan on the first day of the month following 30 days of continuous full-time service.

Unemployment Insurance

Fairleigh Dickinson University reimburses the State of New Jersey dollar for dollar for unemployment benefits payments made to all eligible individuals who were employed by the University. Affected persons may apply for unemployment benefits at their local unemployment office. A claims examiner employed by the State of New Jersey determines eligibility.

403b Retirement Plan

Fairleigh Dickinson University’s Retirement Plan helps you prepare for your retirement by giving you the opportunity to save through convenient payroll deductions on a tax-deferred basis. Regular full time and part time employees who meet the 1000 “Hours of Service” requirement will be invited to join the plan after the required waiting period. Temporary and student employees are ineligible. “Hour of Service” as well as other plan provisions is explained in the retirement plan summary that may be obtained from the Human Resources Department.

Supplemental Retirement Plan

All regular full-time and part-time employees have the opportunity to invest in a Supplemental Retirement Plan through convenient payroll deductions. The University does not contribute to the Supplemental Retirement Plan.

COBRA Benefits

According to the Federal Consolidated Omnibus Budget Reconciliation Act (COBRA) of 1985, in the event of your termination of employment with Fairleigh Dickinson University or loss of eligibility to remain covered under our group health insurance program, you and your eligible dependents may have the right to continued coverage under our health insurance program for a limited period of time at your own expense. Contact the manager of employee benefits in the Human Resources Department for additional information.

Other Employee Benefits

In addition to medical insurance, workers’ compensation insurance, 403b retirement plan, supplemental retirement plan, and COBRA, the following benefits are available to eligible employees.

  1. Employee Tuition Grants
  2. Vacation
  3. Holidays
  4. Sick/personal days
  5. Group short term disability coverage
  6. Group long term disability coverage
  7. Basic group life insurance
  8. Group accidental death and dismemberment insurance
  9. Business mileage reimbursement
  10. Business travel/accident insurance

The effective dates and eligibility requirements for these benefits vary, based on your tenure and full-time or part-time status.

Upon enrolling, you will receive summary plan descriptions describing your benefits in detail. Many employee benefits are provided at no cost to the employee. Applicable employee contributions will be automatically deducted from your paycheck.