Hours of Work and Pay
Employee Classification
Employee Classification
All Loyola University Chicago (Loyola or University) employees covered by this handbook are classified in one of the following ways:
- Full-time: Regular work schedule is 37.5 hours per workweek, depending on the position. Loyola considers employees working at least 80% full time as eligible for full-time benefits and pro-rated paid time off.
- Part-time: Regular work schedule is less than full-time. If you are hired for regular employment of at least 20 hours per workweek, you will be eligible for certain benefits on a pro-rated basis.
- Grant-Funded Positions: Unless otherwise stated, employees hired to work in grant-funded positions are subject to Loyola's policies, procedures and benefits applicable to all other regular full- or part-time employees. Grants are generally time limited. On-going employment in grant-funded positions is contingent upon, among other things, continuation of funding. Persons employed in grant funded positions are not eligible for Workforce Reduction Benefits.
- Exempt/Non-Exempt: Loyola positions are classified, based on job requirements defined under the Federal Fair Labor Standards Act, as Exempt or Non-Exempt. Employees classified as Non-Exempt by Loyola are paid by the hour and receive overtime pay for hours worked over 40 in each workweek. Exempt employees, as defined by the Federal Fair Labor Standards Act, are salaried and are not paid overtime.
Hours of Work
The work schedule for full and part-time employees is subject to the operational needs of the Department. Each department will determine the overall working hours for the Department and employees scheduled work hours within that framework.
The typical workweek at the University is 37.5 hours with each workday consisting of 7.5 working hours and a one (1) hour unpaid lunch. There are some areas that have a 40-hour workweek with a half (1/2) hour unpaid lunch.
Scheduled Shifts
While the most common work hours at the University are 8:30AM – 5:00PM CST, with a one (1) hour unpaid lunch, Loyola University Chicago authorizes Departments to implement Workplace Strategies. The reason for any adjustments to scheduled hours is to meet the business needs of the Department. Within that context, private needs of Staff may also be considered with special attention paid to preserving the amount of hours worked as defined by the position's FTE (full-time equivalency) and maintaining quality service.
Breaks
Few Loyola Departments regiment break periods. It is the expectation that staff can monitor their own private needs and take reasonable time away from their duties when necessary. Departments are encouraged to allow for short, informal breaks.
If an employee takes excessive time away from their duties the Supervisor is obliged to counsel the employee, and institute progressive discipline.
Time Collection
Loyola uses the web-based Kronos Timecard system to track time worked for most Staff that are paid bi-weekly. Kronos interfaces with Payroll to allow for accurate pay and is available online along with instructions about utilizing the service. Additionally, Kronos is accessible to Supervisors and Timecards must have Supervisor's approval before pay is authorized. Information about Kronos Timecard Approval is available online and documentation about completing a Timecard is available here.
Non-Exempt Staff
Non-Exempt Staff: Federal law requires that Loyola keep accurate records of hours worked. Work time submitted through Kronos should be an accurate reflection of time spent on the job, time taken as unpaid mealtime and paid time off.
Kronos allows up to three different work "shifts" or "IN" and "OUT" times to be recorded within any work day. Kronos will calculate total hours worked from times entered each day. Any fraction of an hour will be automatically rounded to the nearest quarter hour according to Fair Labor Standards Act/Wage and Hour requirements.
Exempt Staff
Exempt Staff are paid salary; therefore tracking hours worked is not necessary. Exempt staff are expected to work a minimum of 37.5 hours each week and, if necessary, whatever more is needed to complete their job duties and responsibilities.
Kronos should be used to record use of accrued time off designations only. If any portion of the day is worked, an Exempt staff is paid for the entire day. Time off may be taken in full day increments only.
Regardless of Exempt or Non-Exempt status, employees should be encouraged to schedule medical and/or private appointments in a way to minimize inconvenience to the Department and avoid unduly interfering with assignments during the business day (i.e., first thing in the morning, or end of the day).
Manual Timecards
New Hires or Staff transferring Positions will need to complete a Manual Timecard prior to the Kronos activation or re-activation in the new position.
- Manual Timecards and related instructions are available through Payroll Services.
- It is important that the Manual Timecard contains all necessary information across the top of the Timecard including the "Period End" date, the department number, the employee's name clearly printed with last name first, and social security number.
- All "IN" and "OUT" times will need to be added for Non-Exempt Staff. Additionally, calculation of total hours for each day and for the pay period must be included.
- Exempt Staff only record exceptions to being at work in full day increments.
- For both Non-Exempt and Exempt Staff, the Manual Timecard needs to be signed by the Supervisor before it is submitted.
- Manual Timecards with Supervisor approval are due to Payroll Services by 2:00PM CST on the Monday after the end of the pay period. Currently, Manual Timecards are only accepted by Payroll Services via email (payroll@luc.edu).
Note: The Pay & Holiday Calendar information is available online and includes details about designated Kronos due dates and pay dates.
Overtime
Depending on the nature, the amount of work, and the staffing needs of the department, employees may be required to work overtime. Hours worked beyond the regular scheduled workday by employees classified as Non-Exempt may be worked only with the prior approval of the Supervisor or Department Director.
Employees classified as Non-Exempt will be paid their regular hourly wage for every hour worked up to the first 40 hours worked in a week and at time-and-one-half for all hours worked over 40 in a workweek.
Compensatory Time-off
Compensatory time off, or Comp Time, is time-off to compensate for extra hours worked.
Non-Exempt Staff: While not to be used as a regular business practice, taking Comp Time may be required of a Non-Exempt Staff person by their Supervisor when the Non-Exempt employee has worked more than the normal hours for their position for the day or within the workweek.
- Comp Time taken should not exceed the additional hours worked.
- Comp time does not absolve the University from paying time and one-half wages if the person has been at work for more than forty hours in the workweek.
- Comp Time should be taken within the same pay period and never be 'banked' for more than 2 pay periods. All hours worked, including extra time, must be recorded on the employee's Timecard in the day/time slots that the time was actually worked.
Exempt Staff: Exempt staff are paid weekly and expected to work at least 37.5 hours in each week or 75 hours in the pay period or, if needed, whatever more it takes to "get the job done."
- Comp time does not generally exist for Exempt staff. However, there may be times of extraordinary effort where significant additional time has been rendered over a long period. Recognition of the dedication to task would be appropriate with the use of limited compensatory time off.
Pay
Pay Periods/Pay Dates: Loyola established a pay schedule that is available online. Each pay period covers two (2) calendar weeks, from 12:01AM CST Sunday to midnight Saturday fourteen days later. Paydays are designated as the Friday following the end of a pay period. If a payday falls on a holiday, paychecks will be direct deposited on the last regular workday before the holiday.
Direct Deposit
Loyola University Chicago uses a mandatory Direct Deposit payroll system. It is the 'no hassle' way to deal with your pay. You must have a checking or savings account with a financial institution to comply with this policy.
You will need to complete the Authorization Form and attach a voided check to validate the ABA or Transit number of your bank when you are first hired, and this is a form you complete in the new hire packet you will be asked to complete. Once hired, you can makes changes to your current direct deposit yourself in the Employee Self-Service (ESS) Portal online.
Once the Direct Deposit is established, Loyola will electronically transfer your pay to the financial institution of your choice when paychecks are processed.
Paycheck or Direct Deposit Problems
If questions arise concerning your pay they should be directed to your Supervisor. If necessary, the Supervisor will consult the Payroll Services or Human Resources.
Financial Emergencies
Financial emergencies are often accompanied by stress. An employee experiencing financial problems may want to access consultation from Loyola's Employee Assistance Program.
Pay Rates
Broadband ranges are established by Human Resources for purposes of administering Loyola's Compensation Plan. Loyola strives to be a median market-paying employer, and this is accomplished, in part, by comparing the compensation for selected Loyola positions against benchmark positions published in salary surveys.
An employee’s salary level may be a function of the prevailing market value of the position as well as a function of the employee’s years in a position and overall job performance. It is not intended that the potential salary for any one position to necessarily be at or near the Broadband's maximum.
Broadband salary ranges are posted on online. Rates of pay for a position is budgeted within the hiring Department and must meet the minimum range for the established Broadband.
All positions at Loyola must meet or exceed the federal minimum wage requirement.
Revised: 2/28/24
Employee Classification
Employee Classification
All Loyola University Chicago (Loyola or University) employees covered by this handbook are classified in one of the following ways:
- Full-time: Regular work schedule is 37.5 hours per workweek, depending on the position. Loyola considers employees working at least 80% full time as eligible for full-time benefits and pro-rated paid time off.
- Part-time: Regular work schedule is less than full-time. If you are hired for regular employment of at least 20 hours per workweek, you will be eligible for certain benefits on a pro-rated basis.
- Grant-Funded Positions: Unless otherwise stated, employees hired to work in grant-funded positions are subject to Loyola's policies, procedures and benefits applicable to all other regular full- or part-time employees. Grants are generally time limited. On-going employment in grant-funded positions is contingent upon, among other things, continuation of funding. Persons employed in grant funded positions are not eligible for Workforce Reduction Benefits.
- Exempt/Non-Exempt: Loyola positions are classified, based on job requirements defined under the Federal Fair Labor Standards Act, as Exempt or Non-Exempt. Employees classified as Non-Exempt by Loyola are paid by the hour and receive overtime pay for hours worked over 40 in each workweek. Exempt employees, as defined by the Federal Fair Labor Standards Act, are salaried and are not paid overtime.
Hours of Work
The work schedule for full and part-time employees is subject to the operational needs of the Department. Each department will determine the overall working hours for the Department and employees scheduled work hours within that framework.
The typical workweek at the University is 37.5 hours with each workday consisting of 7.5 working hours and a one (1) hour unpaid lunch. There are some areas that have a 40-hour workweek with a half (1/2) hour unpaid lunch.
Scheduled Shifts
While the most common work hours at the University are 8:30AM – 5:00PM CST, with a one (1) hour unpaid lunch, Loyola University Chicago authorizes Departments to implement Workplace Strategies. The reason for any adjustments to scheduled hours is to meet the business needs of the Department. Within that context, private needs of Staff may also be considered with special attention paid to preserving the amount of hours worked as defined by the position's FTE (full-time equivalency) and maintaining quality service.
Breaks
Few Loyola Departments regiment break periods. It is the expectation that staff can monitor their own private needs and take reasonable time away from their duties when necessary. Departments are encouraged to allow for short, informal breaks.
If an employee takes excessive time away from their duties the Supervisor is obliged to counsel the employee, and institute progressive discipline.
Time Collection
Loyola uses the web-based Kronos Timecard system to track time worked for most Staff that are paid bi-weekly. Kronos interfaces with Payroll to allow for accurate pay and is available online along with instructions about utilizing the service. Additionally, Kronos is accessible to Supervisors and Timecards must have Supervisor's approval before pay is authorized. Information about Kronos Timecard Approval is available online and documentation about completing a Timecard is available here.
Non-Exempt Staff
Non-Exempt Staff: Federal law requires that Loyola keep accurate records of hours worked. Work time submitted through Kronos should be an accurate reflection of time spent on the job, time taken as unpaid mealtime and paid time off.
Kronos allows up to three different work "shifts" or "IN" and "OUT" times to be recorded within any work day. Kronos will calculate total hours worked from times entered each day. Any fraction of an hour will be automatically rounded to the nearest quarter hour according to Fair Labor Standards Act/Wage and Hour requirements.
Exempt Staff
Exempt Staff are paid salary; therefore tracking hours worked is not necessary. Exempt staff are expected to work a minimum of 37.5 hours each week and, if necessary, whatever more is needed to complete their job duties and responsibilities.
Kronos should be used to record use of accrued time off designations only. If any portion of the day is worked, an Exempt staff is paid for the entire day. Time off may be taken in full day increments only.
Regardless of Exempt or Non-Exempt status, employees should be encouraged to schedule medical and/or private appointments in a way to minimize inconvenience to the Department and avoid unduly interfering with assignments during the business day (i.e., first thing in the morning, or end of the day).
Manual Timecards
New Hires or Staff transferring Positions will need to complete a Manual Timecard prior to the Kronos activation or re-activation in the new position.
- Manual Timecards and related instructions are available through Payroll Services.
- It is important that the Manual Timecard contains all necessary information across the top of the Timecard including the "Period End" date, the department number, the employee's name clearly printed with last name first, and social security number.
- All "IN" and "OUT" times will need to be added for Non-Exempt Staff. Additionally, calculation of total hours for each day and for the pay period must be included.
- Exempt Staff only record exceptions to being at work in full day increments.
- For both Non-Exempt and Exempt Staff, the Manual Timecard needs to be signed by the Supervisor before it is submitted.
- Manual Timecards with Supervisor approval are due to Payroll Services by 2:00PM CST on the Monday after the end of the pay period. Currently, Manual Timecards are only accepted by Payroll Services via email (payroll@luc.edu).
Note: The Pay & Holiday Calendar information is available online and includes details about designated Kronos due dates and pay dates.
Overtime
Depending on the nature, the amount of work, and the staffing needs of the department, employees may be required to work overtime. Hours worked beyond the regular scheduled workday by employees classified as Non-Exempt may be worked only with the prior approval of the Supervisor or Department Director.
Employees classified as Non-Exempt will be paid their regular hourly wage for every hour worked up to the first 40 hours worked in a week and at time-and-one-half for all hours worked over 40 in a workweek.
Compensatory Time-off
Compensatory time off, or Comp Time, is time-off to compensate for extra hours worked.
Non-Exempt Staff: While not to be used as a regular business practice, taking Comp Time may be required of a Non-Exempt Staff person by their Supervisor when the Non-Exempt employee has worked more than the normal hours for their position for the day or within the workweek.
- Comp Time taken should not exceed the additional hours worked.
- Comp time does not absolve the University from paying time and one-half wages if the person has been at work for more than forty hours in the workweek.
- Comp Time should be taken within the same pay period and never be 'banked' for more than 2 pay periods. All hours worked, including extra time, must be recorded on the employee's Timecard in the day/time slots that the time was actually worked.
Exempt Staff: Exempt staff are paid weekly and expected to work at least 37.5 hours in each week or 75 hours in the pay period or, if needed, whatever more it takes to "get the job done."
- Comp time does not generally exist for Exempt staff. However, there may be times of extraordinary effort where significant additional time has been rendered over a long period. Recognition of the dedication to task would be appropriate with the use of limited compensatory time off.
Pay
Pay Periods/Pay Dates: Loyola established a pay schedule that is available online. Each pay period covers two (2) calendar weeks, from 12:01AM CST Sunday to midnight Saturday fourteen days later. Paydays are designated as the Friday following the end of a pay period. If a payday falls on a holiday, paychecks will be direct deposited on the last regular workday before the holiday.
Direct Deposit
Loyola University Chicago uses a mandatory Direct Deposit payroll system. It is the 'no hassle' way to deal with your pay. You must have a checking or savings account with a financial institution to comply with this policy.
You will need to complete the Authorization Form and attach a voided check to validate the ABA or Transit number of your bank when you are first hired, and this is a form you complete in the new hire packet you will be asked to complete. Once hired, you can makes changes to your current direct deposit yourself in the Employee Self-Service (ESS) Portal online.
Once the Direct Deposit is established, Loyola will electronically transfer your pay to the financial institution of your choice when paychecks are processed.
Paycheck or Direct Deposit Problems
If questions arise concerning your pay they should be directed to your Supervisor. If necessary, the Supervisor will consult the Payroll Services or Human Resources.
Financial Emergencies
Financial emergencies are often accompanied by stress. An employee experiencing financial problems may want to access consultation from Loyola's Employee Assistance Program.
Pay Rates
Broadband ranges are established by Human Resources for purposes of administering Loyola's Compensation Plan. Loyola strives to be a median market-paying employer, and this is accomplished, in part, by comparing the compensation for selected Loyola positions against benchmark positions published in salary surveys.
An employee’s salary level may be a function of the prevailing market value of the position as well as a function of the employee’s years in a position and overall job performance. It is not intended that the potential salary for any one position to necessarily be at or near the Broadband's maximum.
Broadband salary ranges are posted on online. Rates of pay for a position is budgeted within the hiring Department and must meet the minimum range for the established Broadband.
All positions at Loyola must meet or exceed the federal minimum wage requirement.
Revised: 2/28/24