In setting compensation, The Arc may consider, among other things, external labor market rates, equitable relationship with other jobs within the organization, performance evaluations, and the organization’s ability to pay.

Employees are paid every other Thursday. Time sheets are to be forwarded to The Arc office first thing Monday morning proceeding each payday after being previewed by each supervisor.

Overtime work must always be approved by a supervisor before it is performed.

Timekeeping

Accurately recording time worked is the responsibility of every non-exempt (hourly) employee. Federal and state laws require The Arc to keep accurate records of time worked in order to calculate employee pay and benefits. Time worked is all the time actually spent on the job performing assigned duties.

Non-exempt employees shall accurately record: the time they begin and end their work, subtracting time spent eating and other personal activities; the beginning and ending time of any split shift; and any departure from work for personal reasons.

Employee time records and logs for hours worked shall be submitted to the immediate supervisor at the opening of the business day every other Monday for preview before submission to the Administrative Director. If the time record is not received in a timely manner, the staff member shall receive pay for that pay period at the end of the next pay period.  Ongoing delinquency is grounds for disciplinary action up to and including termination of employment.

Altering, falsifying, and tampering with time records shall result in disciplinary action up to and including termination of employment.

It is the employee’s responsibility to sign his or her time record to certify the accuracy of all time recorded.  The supervisor will review and then sign the time record before submitting it for payroll processing. In addition, if corrections or modifications are made to the time record, both the employee and supervisor must verify the accuracy of the changes by initialing the time record.

Each employee will record the amount of time worked in quarter hours using the following units:

  • quarter hour = .25
  • half an hour = .50
  • three-quarters of an hour = .75

In the event that a holiday falls on a payday, checks shall be issued the day prior to the holiday.

Deductions

Federal withholding Tax – deductions are made in accordance with rates established by the Internal Revenue Service.  Upon hire, employees shall complete a W-4 Employees Withholding Allowance Certificate which shall be updated annually if there are changes and/or the employee is tax exempt. The Certificate shall be kept in the personnel file.

  1. State Withholding Tax – Deductions are made in accordance with rates established by the Virginia Department of Taxation. Upon hire, employees shall complete a VA-4 Employees Withholding Allowance Certificate which shall be updated annually if there are changes and/or the employee is tax exempt. The Certificate shall be kept in the personnel file.
  2. Social Security and Medicare Tax – Taxes will be deducted in accordance with Federal requirements.
  3. Retirement: – The amount agreed upon by the employee shall be deducted from each paycheck and submitted to the retirement plan.

The Administrative Director shall place the paychecks in envelopes and place them in each employee’s mailbox unless the employee has authorized a direct deposit to their bank account.

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