Payroll

Value Statement

The Austin Community College District (“ACC” or “the College”) recognizes the importance of ACC employees receiving accurate and timely payroll calculations and distributions.

Administrative Rule

The College shall provide timely and accurate payroll services while ensuring compliance with all applicable laws, regulations, and policies. The Vice Chancellor, Business Services is responsible for all pay-related functions, which includes payroll for all College employees, administered through Payroll Services.

Definitions:

Mandatory Deduction – deductions that an employer is required by law to withhold from an employee’s pay.

Voluntary Deduction – deductions withheld from an employee’s pay at the employee’s request.

Wage Garnishment – withholding of an individual’s earnings by an employer for the payment of a debt in accordance with a court order or other legal or equitable procedure.

Responsibilities

The VC, Business Services is responsible for oversight of, and communication with employees regarding the payroll process. Payroll Services is responsible for administering all pay-related functions.

The Manager, Payroll Services, with approval of the VC, Business Services, shall establish and distribute the regular schedule of pay dates for each academic year. After distribution, any subsequent changes to the established pay schedule require approval from the Chancellor.

Payroll Services is responsible for ensuring compliance with court orders and for notifying the employee of a garnishment. Garnishment notices from more than one source shall be fulfilled in the order required by law and to the extent that funds are available in the employee’s pay.

Voluntary payroll deductions shall be requested by the employee and withheld only with the employee’s consent and in accordance with the College’s authorized programs and/or deductions.

Payroll Errors and Corrections

The College will seek reimbursement for all overpayments made to current and former employees in accordance with federal and state law. The College will make every effort to arrange a fair and equitable repayment schedule if immediate payment is not possible.

If an employee discovers a pay error the employee shall notify Payroll Services immediately. The Manager, Payroll Services shall report any payroll errors to the VC, Business Services within twenty-four (24) hours of discovery of the error.  If a single payroll error affects multiple employees’ pay, the EVC, Finance & Administration must also be informed.