It is MTSA’s policy and practice to accurately compensate employees and to do so in compliance with all applicable state and federal laws. To ensure that employees are paid properly for all time worked and that no improper deductions are made, employees must correctly record all work time and review their paychecks promptly to identify and to report all errors. Employees also must not engage in off-the-clock or unrecorded work.
Pay Stub Reviewal
MTSA makes every effort to ensure employees are paid correctly. Occasionally, however, inadvertent mistakes can happen. When mistakes do happen and are called to our attention, MTSA will promptly make any correction that is necessary. Pay stubs should be reviewed when received to verify accuracy. If it is believed that a mistake has occurred or if any question arises, please use the reporting procedure outlined below.
Non-Exempt Employees
If an employee is eligible for overtime pay or extra pay, they must maintain a record of the total hours worked each day. These hours must be accurately recorded in the timekeeping system. Each employee must sign off on their timecard to verify that the reported hours worked are complete and accurate (and that there is no unrecorded or “off-the-clock” work). The timecard must accurately reflect all regular and overtime hours worked, any absences, early or late arrivals, early or late departures, etc. At the end of each pay period, the employee must submit their completed timecard for verification and approval. When a paycheck has been received, the employees should verify immediately that they were paid correctly for all regular and overtime hours worked each workweek.
Exempt Employees
If an employee is classified as an exempt salaried employee, they will receive a salary which is intended to compensate for all hours that they may work for MTSA. This salary will be established at the time of hire or when the employee becomes classified as an exempt employee. While it may be subject to review and modification from time to time, such as during salary review times, the salary will be a predetermined amount that will not be subject to deductions for variations in the quantity or quality of the work performed.
Employees should receive their full salary for any workweek in which work is performed. However, under federal law, salaries are subject to certain deductions.
To Report Violations of This Policy, Communicate Concerns, or Obtain More Information
It is a violation of MTSA’s policy for any employee to falsify a timecard or to alter another employee’s timecard. It is also a serious violation of MTSA’s policy for any employee or supervisor to instruct another employee to incorrectly or falsely report hours worked or alter another employee’s timecard to under- or over-report hours worked. If any supervisor or employee instructs another employee to (1) incorrectly or falsely under- or over-report their hours worked, (2) alter another employee’s time records to inaccurately or falsely report that employee’s hours worked, or (3) conceal any falsification of time records or to violate this policy, do not do so. Instead, report it immediately to the Office of Human Resources.
Employees should not work any hours outside of their scheduled workday unless their supervisor has authorized the unscheduled work in advance. Employees are prohibited from performing any “off-the-clock” work. “Off-the-clock” work means work performed but failed to report on timecard. Any employee who fails to report or inaccurately reports any hours worked will be subject to disciplinary action, up to and including discharge.
If any questions arise about deductions from pay, please contact the Office of Human Resources immediately. If it is believed an employee’s wages have been subject to any improper deductions or pay does not accurately reflect all hours worked, the employee should report any concerns to a supervisor immediately. If a supervisor is unavailable or if it is believed that it would be inappropriate to contact that person (or if a prompt response and fully acceptable reply has not been received within three business days), the employee should immediately contact the VP, Finance and Administration or the Business Office. If a satisfactory response has not been received within five business days after the concern has been reported and are unsure who to contact to correct the problem, please immediately contact the Office of Human Resources at 615.732.7854.
Every report will be fully investigated, and corrective action will be taken, up to and including discharge of any employee(s) who violates this policy.
In addition, MTSA will not allow any form of retaliation against individuals who report alleged violations of this policy or who cooperate in MTSA’s investigation of such reports. Retaliation is unacceptable. Any form of retaliation in violation of this policy will result in disciplinary action, up to and including discharge.