Payroll information

Holiday and payroll calendars, and payroll-related information.

Payroll and Leave information

Pay and Recording Time

The New College of Florida standard work schedule is a 40-hour, five-day workweek of eight hours a day, plus a meal break. The work week starts on Sunday and ends on Saturday.

A nonexempt employee is permitted a 15-minute break per each four hours worked. Employees with prior supervisor approval, may combine both breaks and lunch for a 60-minute total.

Annual Payroll Calendar Dates and Deadlines

Other schedules may apply to a part-time employees, police officers and other shift employees. The supervisor is responsible for determining the employee’s work schedule. A supervisor may seek appropriate approval to use a variable schedule to the departmental needs. Work time or hours worked includes the time that the College requires or permits the employee to be on duty, whether on the campus or other designated work sites.

Access to pay stubs, time sheets and other information is found through NewCleis.

All employees are required to record their hours worked or for some employees (A&P, Faculty, Executive) only the leave taken, every biweekly payroll period. Web Time Entry in NewCleis is the system of record.

WTE timesheets must be submitted by the Payroll Calendar deadlines. Late submissions will be processed for payment during the next payroll cycle. Those that continue to submit their hours after the deadline will be subject to disciplinary action, up to and including termination.

Overtime

Overtime pay is only available to nonexempt support staff employees and must be pre-approved. Overtime compensatory hours are calculated at the rate of one-and-one-half times the total hours worked over 40. Nonexempt employees may request  provided overtime compensatory hours in lieu of payment for overtime.

Overtime is defined as work that is required or permitted beyond the 40-hour University work week.

  • Overtime pay may only be earned if the employee has physically worked more than 40 hours in one work week.
  • Overtime may not be earned in the same week that leave is used.
  • Nonexempt employees must not take work home.
  • Overtime must be approved by the appropriate supervisor prior to the hours being worked.
  • Employees appointed to another nonexempt classification may retain their unused overtime compensatory hours.
  • Employees appointed to an exempt classification, will be paid for any accrued overtime compensatory hours at the employee’s former regular rate of pay.
  • Employees must be paid out or leave can be used before promotion start date.
  • Overtime compensatory hours must be earned and banked prior to being taken.
  • Exempt USPS staff employees required to work more than 40 hours in a work week are eligible for overtime compensatory leave on an hour-for-hour basis.*

Supervisors must ensure that:

  • Nonexempt employees should not begin work before the established starting time or work beyond the established quitting time unless a supervisor has approved the schedule in advance.
  • Nonexempt employees must not take work home.
  • Unauthorized overtime is not worked.
  • An employee’s work schedule should be arranged so that overtime is usually not required.
  • In situations where the department’s mission can’t be carried out unless overtime work is authorized, overtime work may be allowed.
  • Departments should follow any procedures established by their Vice President for obtaining prior authorization for use of overtime.

Regular Compensatory Leave

Regular compensatory leave is provided only to a USPS exempt employee for work beyond 40 hours on an hour-for-hour basis. New College may elect to pay for unused regular compensatory leave with the approval of the Vice President of Administration or designee.

When a USPS employee eligible to earn regular compensatory leave is appointed to another position in an exempt USPS class, or to a position in a nonexempt USPS class, any such unused leave is retained by the employee.

If the USPS employee is appointed to a position in a faculty or A&P class, or is appointed OPS, any such unused leave shall be paid out to the employee at the discretion of the Vice President of Administration or designee or the employee will be eligible to use this leave.

When the employee separates employment the regular compensatory leave will be paid out.

The maximum accrual is 120 hours. However, payment of regular overtime compensatory leave may occur at anytime per approval of the Vice President of Administration or designee.

In some cases an employee may go beyond 120 hours if approved by the Vice President or designee.

When an employee has accrued 120 hours of regular compensatory leave, and is required to work additional overtime hours due to an extraordinary work situation, the Vice President of Human Resources or designee may authorize payment for the regular compensatory leave earned in excess of 120.

These employees are classified as exempt employees.

However, these categories of employees do not earn regular straight time compensatory leave.

Special Compensatory Leave

All USPS employees may earn special paid as hour per hour compensatory leave for the following situations:

  • Hours worked during a holiday.
  • The College observed holiday falls on a regularly scheduled day off.
  • Employee works 40 hours during the work week of an observed holiday.
  • Employee is required to perform essential duties when campus is closed for an emergency.

Maximum accrual is 120 hours.

However, the Vice President of Administration or designee may elect to pay an employee for a part or all accrued special compensatory leave at anytime.

Upon transfer to another department or when leaving the College, employees will receive payment for all  unused special compensatory leave.

Faculty, A&P, and Executive Service employees required to work on a College observed holiday, will have 12 months to either use the equivalent number of hours worked or notify the supervisor their desire to be paid. Hours not used or paid, will be forfeited.

Other Types of Leave Available to All Employees

New College provides a paid or unpaid medical leave of absence. The employee must submit a request in writing to the immediate supervisor. The leave of absence may not exceed six months, including FMLA hours (if applicable). This request can be used for all categories of FMLA. The request must include a medical certification stating the employee is unable to perform the assigned duties due to illness, disability, or injury.

Should you use up all your paid leave, you may request a medical leave of absence without pay. New College will continue to pay the employers premium for your health and basic life insurance. This will not exceed six (6) months, within a rolling 12-month period. The employee will be responsible for their premium payments.

After six (6) months, the employee is responsible for paying the employee and employer premiums for health and life insurance.

Sick leave should be used first, then annual and /or any other leave available to supplement the employee’s paycheck.

Personal leave may be granted for a period of up to 60 calendar days, in 30-day increments, during a rolling 12-month period. You must submit your request in writing to the immediate supervisor. Sick leave will be used first then annual leave to cover this time.

When a personal leave ends, every reasonable effort will be made to return you to the same position if it is available or to a similar available position for which you are qualified. However, New College cannot guarantee reinstatement in all cases. If the employee fails to report to work promptly at the expiration of the approved leave period, New College will assume the employee has resigned.

After the first 30 days of leave with pay, a military leave of absence is without pay. Faculty, A&P and USPS employees who are inducted into military service are granted a leave of absence beginning with the date of induction. Upon learning that an employee is being called to active duty, it is critical that Human Resources be immediately notified. The Uniformed Services Employment and Reemployment Rights Act (USERRA) provides protection and rights of reinstatement to employees that serve in the military.

Administrative leave is not charged against your individual leave balances and is granted to keep you in full pay status under certain circumstances.  Administrative leave is intended to ensure a 40 hour work week. No type of administrative leave shall be accrued for payment at a later date. Administrative leave is subject to supervisory approval.

Example: Employee works 34 hours in a work week ( Mon-Thursday). On Friday the employee has jury duty all day, The maximum  administrative leave hours to be paid for jury duty is 6 hours. For a total of 40 hours for the week.

Employees are provided paid administrative leave as follows:

a. Jury Duty
b. Summons as Witness
c. Athletic Competition
d. Official Closing of New College
e. Florida Disaster Volunteers
f. Civil Disorder
g. Voting in Public Elections
h. Investigations
i. Disciplinary Notice
j. Bereavement Leave
k. Domestic Violence Leave
l. Fitness for Duty (Compulsory Leave)

Employees may be provided with up to 6 months unpaid parental leave which will run concurrently with approved FMLA leave (if applicable) when the employee becomes a biological or adoptive parent. The employee may use any accrued leave. Parental leave may begin two weeks prior to the expected date of the child’s arrival unless otherwise approved by the Director of Human Resources. Employees must contact Human Resources prior to the start of the leave of absence.

During approved unpaid leave, accrued leave may be used to continue the contributions to benefits and other expenses.

While in unpaid status, leave will not accrue. Health insurance benefits may be provided by New College until the end of the month in which the leave begins, at which time, you will become responsible for the full costs of these benefits. Upon return from leave, benefits will again be provided by New College according to the applicable plans.

Documentation requirement: In order to approve bereavement leave, a copy of the obituary, the funeral program or the bereavement leave request form must be submitted to the Office of Human Resources. Failure to provide the required documentation will cause the employee’s annual leave to be used in lieu of bereavement leave.

Bereavement leave provides up to two days, paid time off, upon the death of a family member or relative. Immediate family is defined as spouse, domestic partner, child, siblings, spouse of a child, parents, grandparents, grandchild, step-family, in-laws, aunt, uncle, niece, and nephew.

The Family and Medical Leave Act provides eligible employees up to a total of 12 work weeks of unpaid leave in a 12-month period for one or more of the following reasons:

  • For incapacity due to pregnancy, prenatal medical care, or childbirth;
  • Placement of a child with the employee for adoption or foster care, and to care for the employee’s newly adopted child or a child newly placed in the foster care of the employee.
  • To care for the employee’s family member with a serious health condition.
  • The employee’s serious health condition.

All employees are eligible, including OPS employees, who have worked at least 12 months (these need not have been consecutive) and who have worked at least 1250 hours in the 12 months prior to the leave. Faculty, administrative, and support employees may use paid leave for an FMLA event and such shall be counted toward the entitlement.

Please contact the Human Resources for an appointment to meet with a benefits representative.

New College provides 40 hours of leave for workers compensation purposes. The employee must use sick, annual, or any leave available ( in that order)  after the 40 hours for the specific injury for any appointments related to the workers compensation injury. If the employee is taken off work, workers compensation will pay a percent of the employee’s wages and the employee can use leave to supplement their biweekly pay.

Annual Leave

Annual leave may be used to cover an employee’s absence from work. Annual leave hours must be preapproved, except in an emergency. Supervisors have the authority to approve as well as disapprove the use of annual leave. Annual leave must be accrued prior to use, except when approval is granted in accordance with the provisions in advancing annual leave.

Hours in excess of the maximum as indicated below in the last pay cycle of the year, will be converted to sick hours by the third payroll of the year. Employees may retain hours in excess of the year end maximum with the approval of the President or designate.

Note that A&P and Faculty employees transferring to an academic-year appointment will receive payment for all unused annual leave hours.

All full time USPS employee accruals of annual leave will be based on years of credible service and will be awarded on a month-per-month basis. USPS employees who have transferred to New College from another Florida State University/Agency without a 30 day break-in-service, may be eligible to accrue annual leave at a higher rate. USPS employees that separate within the first six months of their employment are ineligible for the annual leave payout.

In all cases, overtime and special compensatory leave must be used prior to using annual leave.

USPS Employees

USPS Length of Service
0-6 months
7-60 months
61-120 months
Over 120 months
Biweekly Accrual/Year End Maximum/Maximum Payout Amount
4 hrs/240 hrs/0 hrs
4 hrs/240 hrs/240 hrs
5 hrs/240 hrs/240 hrs
6 hrs/240 hrs/240 hrs

Faculty (Administrative) and A&P Employees

No time delay
6.77 hrs/352 hrs/352 hrs

Executive Employees

No time delay
9.20 hrs/480 hrs/480 hrs

Leave payout for annual leave will occur under the following circumstances:

A 12-month faculty moves into a nine-month faculty line.

An employee enters into the Deferred Retirement Option Program (DROP) and employee chooses to have it paid out.

An employee separates from employment with the University with a remaining annual leave balance.

Note: upon notice of resignation an employee may not use annual leave  during their two weeks notice.

Employees may request an advance of annual leave up to 40 hours for the following situations:

a. The closing of the College for Winter Break;
b. Work shortage
c. Illness or injury (employee and/or immediate family)
d. Other special circumstances

Authority to approve/deny the advancement of annual leave is delegated to the Director of Human Resources.

Approval/denial will be based on the following:

a. History of leave balances of the employee
b. Length of service
c. Reason for request
d. Disruption to the operations of the unit

Upon receiving advanced annual leave hours, employees may not use accrued leave until a positive annual leave balance is attained.

If all leave hours have not been reimbursed, upon separation, the value of the remaining hours will be deducted from the employee’s final check.

As far in advance as possible prior to the requested effective date, the employee should submit the Advanced Annual Leave Request Form to his/her supervisor.

The supervisor will review the request and either approve or deny based on the appropriate criteria.

If the approval has been granted, the supervisor forwards the original request form to Human Resources for final review. A copy of the form will be returned to the employee and Fiscal Liaison after Payroll processing. Requests must be approved by the Payroll Calendar deadlines.

Sick Leave

New College grants sick leave to all employees. Sick leave must be accrued prior to use. There is no maximum limit to the amount of sick leave that can be accrued.

Sick leave in excess of three days will require documentation from a physician addressing the ability to return to work.

Sick leave is authorized for the following purposes:

  • The illness, injury, disability or appointments with health care providers for members of the employee’s immediate family. Immediate family is defined as spouse, domestic partner, child, siblings, parents, grandparents, stepfamily, and in-laws.
  • In the event of a death in the employee’s immediate family.
Employee Type

Faculty
A&P
USPS
Executive

 Biweekly Accrual

4 hours
4 hours
4 hours
5 hours

New College may accept the transfer of a maximum of 80 hours of accrued sick leave, accrued from another Florida State University/State Agency for which payment has not been received, provided no more than 30 days have elapsed between employments.

Documentation must be received from the previous institution/agency indicating the sick leave has not been paid out. This agreement must be negotiated at the point of hire.

Leave payout for sick leave will occur under the following circumstances:

Upon separation, an employee with 10 or more years of service will be paid for one-fourth (25%) of all unused sick leave up to a 480-hour maximum.

Employees with less than 10 years of service will not be paid for any unused sick leave and such leave shall be forfeited.

Employees that are rehired within 30 days of their original resignation date, may have their unpaid sick leave restored.

In the case of a layoff, unpaid sick leave will be restored if recalled by New College within one year.

The New College Sick Leave Pool affords its members the opportunity to remain in full-pay status for a specified period of time after depleting all of the individual employee’s sick, annual, compensatory leaves, and personal holidays (USPS only).

For additional information regarding sick leave procedures see the Health and Wellness webpage

 

Holidays

The College observes the following holidays:
• New Year’s Day
• Martin Luther King, Jr. Birthday
• Memorial Day
• Independence Day
• Labor Day
• Veterans Day
• Thanksgiving Day
• Friday after Thanksgiving
• Christmas Day

  • Winter Break
    The New College Board of Trustees has historically provided benefits eligible faculty and staff a block of four (4) days for Winter Break. This is considered paid administrative leave (not an official holiday). In some cases a fifth day is granted at the discretion of the President.Holidays that fall on a Saturday will be observed on Friday. Holidays that fall on a Sunday will be observed on Monday.

Religious Holidays

The College will reasonably accommodate the observance, practice and belief of employees with regard to attendance and scheduling of work. Employees wishing to observe a holiday of their faith, shall, upon notifying their supervisor, be allowed to use accrued leave or leave without pay.

Personal Day (USPS only)

All full-time USPS employees are entitled to one personal holiday each fiscal year.

The personal holiday is eight hours and is available to eligible employees July 1 and must be used by June 30, or it will be forfeited.

For part-time USPS employees, the personal holiday will be prorated based on the full-time equivalency (FTE).

The personal holiday must be used in its entirety and cannot be paid out.

Only employees who have completed the probationary period are eligible.

Supervisory approval must be obtained prior to taking the personal holiday.

Essential Employee Emergency Closing Compensation

Essential personnel provide vital support to the college in the event of an emergency or disaster resulting in the official suspension of classes and/or closing of offices. When the college officially closes or suspends classes due to an emergency, essential employees may be required to report to work if directed to do so by a supervisor or the college’s executive management team. See additional information on the Classification and Compensation webpage.

  • If nonexempt employees are required to work during an emergency closing, in addition to their regular pay, they will earn one hour of special compensatory leave for each hour worked during the emergency closing. For example, if a nonexempt employee works during an emergency closing for eight hours, the employee will earn eight hours of regular pay (unless they are in overtime status for the workweek), plus they will be granted eight (8) hours of compensatory leave. The employee may receive pay for the compensatory hours worked if requested.
  • Exempt staff employees are eligible for compensatory leave at the discretion of the supervisor. If a supervisor elects to provide compensatory leave, the same rules that apply to nonexempt employees will apply to exempt employees.
  • Faculty are not eligible for compensatory leave under this process.

Leaving New College

The following information is provided to assist all employees and departments with the separation process. Employees who terminate their employment should be aware of their benefits which include leave payments, COBRA Benefits and other fringe benefits. In addition all employees have an obligation to return all College property issued to them and settle all outstanding accounts. All employees must contact Human Resources to schedule an appointment for out-processing.

  • Submit written notice of termination to department.
  • Update W4 card with change of address in New Cleis.
  • Pay outstanding debts (parking fines,library fines etc.
  • Return all keys.
  • Return uniforms.
  • Return any purchasing cards, gas cards etc.
  • Return all equipment (lab equipment, computers, laptops, iPads).
  • Return library books and materials.
  • Contact Human Resources for benefits appointment and retirement information.
  • Complete exit interview questionnaire or schedule a meeting with Human Resources for exit interview.
  • Ensure employee termination date is correct and EAF is submitted timely.
    • The ending date on a employee action form (EAF)  is the last physical day an employee works. (E.G., if John Doe’s last day at NCF is Friday, Jan. 22, then the ending date on the EAF should also be Jan. 22).
    • Submit the Termination EAFs, the Employee Clearance Checklist and the last time sheet for all hourly employees.
  • Verify return of uniforms, equipment and supplies.
  • Verify repayment of travel advances.
  • Verify return of purchasing cards.
  • Terminate access to computer systems.
  • Make sure employee has returned all equipment.
  • Remove name from authorized signature lists.
  • Ensure employee makes appointment to out process with Human Resources.

Student Payroll Information

FICA Exemption
Student employees who are enrolled at least half-time during a semester are qualified for the FICA exemption. Student employees who qualify for this exemption will not have Social Security or Medicare taxes deducted from their pay checks. Federal income tax withholdings will still be deducted from a student employee’s pay check.

Other Resources

2017-2018 Faculty Dates

2018-2019 Holiday Calendar

Web Time Entry Fiscal Liaison Manual

Web Time Entry Quick Guide for Students and OPS