All hourly staff and salaried staff earning sick leave and vacation benefits are required to complete a time reporting form. Nonexempt employees must report all hours worked. Exempt employees should report only vacation and sick leave taken. A separate time reporting form should be completed for each budget account from which the employee is paid. Time reporting forms must be signed both by the employee and the supervisor.
There are two payrolls for staff: hourly and salary. Employees may be paid on only one payroll within a pay period.
Hourly (Blue Time Reporting Form)
The reporting period for hourly employees is split between two months beginnng on the 21st and ending on the 20th. Hourly employees are responsible for turning in time reporting forms to their supervisor in a timely manner to meet payroll deadlines. Generally this will be the end of the workday on the 20th. Supervisors should turn in the time sheets to Human Resources by noon on the workday following the 20th.
Salary (White Time Reporting Form)
Salaried employees report time from the first of the month to the end of the month. Adjustments to salary are usually made one month in arrears, i.e., overtime worked in January will be paid on the February payroll. Salaried time reporting forms are due in the Human Resources Office on the fifth work day following the end of the month.
All staff are paid on the last banking day of the month. Checks can be picked up at the Information Desk in the Treasurer’s Office in Memorial Building during regular hours.
Direct deposit can be arranged to banks with electronic fund transfer capabilities. Obtain information on this service from the Payroll coordinator in the Business Office Annex.
Whitman College will withhold Oregon income tax for employees who are Oregon residents. You must inform the Human Resources Office to withhold this tax at the time you complete your payroll forms.
Staff are limited to one personal salary advance each fiscal year (July-June) to cover an emergency. The amount of the advance will be deducted in full from the next regular paycheck received. Forms are available from the Human Resources Office and the advance must be approved both by the department head and the Human Resources Office.
Additional Life Insurance Premiums
Employees enrolled for the life insurance benefit may add group dependent insurance or individual supplemental insurance for themselves and their dependents. Premiums for this additional life insurance may be deducted from the employee’s monthly payroll check.
Payroll deduction is available for employees who wish to support the Walla Walla program of the United Way. The campaign year begins in November and enrollment materials are distributed in October by the Human Resources Office.
Whitman College Gifts
Gifts to the College are an option through your monthly pay check and can be set up as a payroll deduction. The Payoll Coordinator in the Business Office Annex can assist you with this procedure.