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Pay Practices

Work Week

Bentley’s work week runs from Sunday through Saturday.  Staff employees may be scheduled to regularly work 35 or 40 hours per week, depending on the nature of their jobs and work requirements.

Non-Exempt Employees

Pay Periods

Non-exempt employees are paid biweekly on Fridays and have 26 paydays per year, on the dates indicated on the payroll calendar. Non-exempt employees are paid one week in arrears, which means they are paid on the Friday following the close of the two week pay period. Non-exempt employees are required to input into “Workday” the actual regular and overtime hours they worked each week, indicating any paid or unpaid absences. Hours must be input on Monday of the week following each work week so that paychecks will be accurate and timely.

Overtime

Non-exempt employees may be required to work overtime on occasion due to business needs.  Managers should give employees as much advance notice as possible of the need to work overtime and should allocate overtime in a fair and equitable way, consistent with business needs.  Bentley reserves the right to determine who will work overtime.

All overtime must be approved in advance by an employee’s manager.  Failure to work scheduled overtime and overtime worked without prior authorization may result in disciplinary action, up to and including termination. 

Non-exempt employees will be paid at their regular hourly rate for all hours worked up to 40 hours per week, even if the employee is regularly scheduled to work 35 hours per week.  Non-exempt employees will be paid one-and-one-half times their regular hourly rate as overtime for any time worked over 40 hours per week. Time off (e.g. leaves of absence, vacations, holidays, sick time, jury duty, bereavement) is not included in the calculation of “hours worked” when determining whether overtime is owed. 

Non-exempt employees cannot receive “compensatory” time off in lieu of overtime.  In addition, non-exempt employees who work on special projects or perform extra duties outside of their regular duties must be paid their regular hourly rate and overtime if applicable.  In those situations, non-exempt employees cannot be paid a flat rate or be given a “special project payment” in lieu of their regular hourly rate and overtime if applicable. Non-exempt employees cannot “volunteer” for extra duties or special projects if the work performed is related to Bentley’s business or benefits Bentley in some way.  Because of the legal risk created, managers who authorize “compensatory” time, ask or allow non-exempt employees to work without pay, or authorize flat payments or “special project payments” for non-exempt employees may be subject to discipline.

Holiday Overtime 

In addition to their holiday pay, non-exempt staff who work on a holiday will also be paid for any hours worked on a holiday at their straight time rate, or overtime rate if the hours worked on a holiday result in the employee working more than 40 hours that work week.  That is, non-exempt employees will be paid “double time” for hours worked on a holiday (or two and a half times their regular rate of pay if overtime is involved). Employees must get advance approval from their supervisors before working on a holiday.

Exempt Employees

Pay Periods

Exempt employees are paid biweekly on Fridays and have 26 paydays per year, on the dates indicated on the payroll calendar. Exempt employees are paid one week in arrears, which means they are paid on the Friday following the close of the two week pay period. Full Time Exempt employees are not required to keep track of their hours worked. Exempt employees are required to report their use of paid and unpaid time off each pay period in “Workday” for approval by their supervisor. In addition to reporting paid and unpaid time off, Part Time Exempt employees are required to enter their actual hours worked each pay period into “Workday” for the purposes of the “Affordable Care Act” and the “Mass Sick Time Law”. The hours entered are solely for tracking purposes and will not change or influence the employee’s salary. In each case, hours must be input and submitted by the Monday following the end of each pay period to ensure accurate pay.

Overtime

Exempt employees are paid a salary for all hours worked and are not eligible to receive overtime pay.  Exempt employees, who work a significant number of extra hours due to a major project or deliverable, event, or other critical business need, may receive some compensatory time off at their manager’s discretion.  Such compensatory time off, if granted, generally must be used within three months, is not accrued, and is not paid upon termination.

Partial Days

Exempt employees who are absent from work for less than four hours are not required to use vacation, sick or personal time, but should make arrangements with their managers to make up the time.

Nine- and Ten-Month Employees

There are employee positions that lend themselves to working during the university’s academic year and thus work only nine or ten months per year, generally from mid-August to late May. Employees who work during the academic year will be paid during those months in which they work in the same manner as described above.

 

 Date last revised:   January 13, 2017