This policy and related procedures for the correction of payroll discrepancies applies to library employees, the Director, Treasurer, Assistant Treasurer and the library’s accountant or bookkeeper.
Statement of Purpose
The library compensates all employees for time worked and approved paid leave. The library also has an interest in avoiding unanticipated expenses. This policy sets plans in place for instances where errors made by any personnel in tabulating or calculating that compensation.
In the event of substantial underpayment (greater than $25), payment by check will authorized by a signatory of the Operations Account as soon as possible; an employee may elect to delay the corrective payment until the following regular pay date. In the event of less substantial amount of underpayment or any overpayment of wages or paid leave, the employee’s pay will be corrected at the next standard pay period. Written acknowledgement of any correction will be signed by the employee and supervisor then provided to the payment authorizer and bookkeeper to be processed in a timely manner. Written documentation of corrections in payroll will be provided to employees.
Employees are responsible for ensuring that the pay they receive matches the time they’ve submitted to the Director for payment. The Director is responsible for ensuring that time submitted by employees for payment corresponds to actual time worked or previously authorized for payment from accrued paid leave. The Treasurer or Assistant Treasurer is responsible for authorizing the Director’s request for payment and related disbursements. Reporting payroll obligations and adjustments to the Board of Trustees are also the responsibility of the Treasurer or designee.
The Library Director or a designee holds responsibility for providing documents related to the policy to the concerned parties. The Library Director is responsible for training and supporting staff regarding this policy.
Approved Date: 1/12/2017
Reviewed by / on: