7.0.2 Responsibilities of the Supervisor

Policy Section: Compensation

Policy Number and Title: 7.0.2 Responsibilities of the Supervisor
Applicable to: All Regular Employees
Effective Date: October 15, 2003

Policy Description

Supervisors are responsible for ensuring that compensation policies and practices are communicated and implemented in a fair and equitable manner for the employees whom they supervise. Supervisors are responsible for being knowledgeable about and working within the established guidelines of each individual compensation program. These programs include, but are not limited to, initial salary setting, annual salary adjustments, position descriptions and requests for reclassifications.

Application of this Policy

Responsibility in the compensation area generally falls under the categories of:
  1. reward and recognition and
  2. compliance.
Reward and Recognition
Supervisors should ensure that their staff members are paid within the appropriate salary range for the work they are assigned; have a clear description of performance expectations and how the achievement of those expectations will be rewarded; and are reviewed, recognized and rewarded based on their performance, contribution, and achievement.
 
It is the responsibility of the supervisor to communicate directly with each individual employee about salary and potential growth, and generally about the policies and practices of the University compensation program, including its overall objectives and how they will be met, and the impact those objectives have on employees.
 
Compliance
Supervisors are responsible for ensuring that accurate time reporting records are maintained for the employees they supervise (this includes regular staff, short term professional employees, casual hourlies and students), and that federal and state laws and University pay policies are correctly administered and reported.
 
Time records for time worked by all nonexempt (biweekly paid) employees, including records of absences (non-productive work time), are reported by the supervisor and stored in the Time Collection System. Records of absences for all employees (exempt and nonexempt) must be kept for inspection and review by the Department of Labor for a period of six years under New Jersey wage and hour laws. (See Exempt/Nonexempt Chart for a list of appropriate records.)
 
Supervisors may access records from the Time Collection System for the nonexempt employees they supervise. Records for current exempt employee should be kept in the department in which the employee works. Records for terminated employees should be forwarded to the Office of Human Resources for inclusion in the personnel file (see: 4.1.1 Resignation).
 
Supervisors are responsible for knowing which staff are eligible under the Fair Labor Standards Act (FLSA) for overtime wages and for appropriately applying University compensation policies regarding hours worked, compensatory time, and overtime.
 
Supervisors should familiarize themselves with the applicable federal and state laws, as well as all University pay practices which are based on these laws and which regulate hours and time in the workplace for nonexempt (biweekly paid) employees (See: Appendix 2:1 Fair Labor Standards Act ).

Exempt and Nonexempt Employees

Exempt
Exempt (monthly paid) employees are those employed in a bona fide executive, administrative, or professional capacity. Exempt employees are excluded from the requirements of the Fair Labor Standards Act for overtime pay.
 
Nonexempt
Nonexempt (biweekly paid) employees must be compensated for each hour worked, including a special rate for any overtime hours, defined as hours worked in excess of 40 hours in the same defined workweek. (See Appendix 2:1 Fair Labor Standards Act, also see Exempt/Nonexempt Chart for a listing of Princeton University staff that belong in each category.)

Contacts

Office of Human Resources
(609) 258-3300