SFU Payroll Policies

Procedures for Swiping

Paycheck Discrepancies

Paycheck Distribution & Direct Deposit

Payroll Processes for Supervisors


Procedures for Swiping

All staff are required to swipe in and out at the start and end of every work day. You may not swipe in more than 15 minutes before the start or after the finish of your scheduled shift. There is a swipe terminal located in the vestibule outside of the Nature Center and Clubhouse. When you pass your swipe card through the terminal, check to make sure your name appears on the display. If you receive an error message, report it to an SFU Administrator as soon as possible to ensure your swipe was entered.

Cross-swiping is necessary if/when you work for SNAP or Specialty Camps, or multiple departments at Smugglers' Notch (i.e., SFU and Activities), and you work for another program or department (and vice versa). Instructions for cross-swiping are posted above the SFU time clock.

If you lose your swipe card, notify an SFU Administrator as soon as possible so we can get you a replacement. If you forget to swipe or do not have your card to swipe, you must submit a completed Missed Swipe form, available in the forms rack to the left of the kitchen door in the Shop, or on this site by selecting "Missed Swipes" from your program area (SFU > Programs > *Your Program* > Missed Swipes), to your Supervisor as soon as possible. Failing to submit a Missed Swipe form to your Supervisor promptly can result in a delay in your pay. Remember that using your swipe card is mandatory; after three Missed Swipe forms, your Supervisor may elect to implement the disciplinary process.

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Paycheck Discrepancies

In the event that you feel your paycheck is incorrect, you must fill out a Paycheck Discrepancy form, available in the forms rack to the left of the kitchen door in the Shop or by clicking here. Submit the form to an administrator as soon as possible for review and approval. If completed promptly, you can expect to see any balance due to you in the following week's paycheck.


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Paycheck Distribution & Direct Deposit

Smuggs' pay week runs from Sunday to Saturday, with paychecks distributed on Thursdays. If you receive a live check, you may only pick up your paycheck from a Supervisor between the hours of 3:00 - 4:00 pm on Thursday - Sunday in the Shop. We understand that this can be an inconvenience, so we highly recommend that you enroll in Direct Deposit. Direct Deposit automatically deposits your pay into your checking account, eliminating the need for you to be in the Shop at a specific time to get your check or to manually deposit it into your bank account. Pay is also deposited in accounts earlier than when live checks are delivered (depending on the policies of your bank), so your pay is available to you sooner with Direct Deposit.

If you receive your pay via Direct Deposit, you will still receive a hard copy of your pay stub on Thursday afternoon when live checks are delivered. Direct Deposit pay stubs will be put into staff mailboxes in the Shop. For security purposes, live paychecks cannot be put in mailboxes. If you would like to enroll in Direct Deposit, complete the enrollment form at the Human Resources office and submit a blank, voided check. You may also download the form to submit to Human Resources by clicking here.

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Payroll Processes for Supervisors

Payroll processing runs from Sunday to Tuesday morning every week. Payroll reports are due to Human Resources by 10 am Tuesday. To ensure that we meet our legal and ethical obligations to our staff, we have a specific schedule for processing payroll to meet this deadline:

Daily: Review and authorize or return (as appropriate) Missed Swipe forms, and turn in authorized forms with your signature to admin.

Sunday: Kronos reports are printed and distributed to Supervisors at the 8 am meeting.

Monday: Kronos reports must be completed, signed off, and in an administrator's mailbox no later than 1 pm, along with all Missed Swipe forms.

Tuesday: Kronos updates are completed and final reports are sent to Human Resources no later than 10 am. No adjustments to time can be accepted once these reports are sent.

Supervisors must account for all data on their program's Kronos report. This means contacting staff and having them complete a form, whether in hard copy or via the website, for any missed swipes remaining on the report. It is against Smugglers' Notch policy to alter an employee's reported time worked without their knowledge.

In the rare event that you are unable to reach your staff member, note that they will not be paid for the day in question as we cannot pay them for hours they have not reported. In this case, the staff member will have to complete a paycheck discrepancy form after paychecks have been distributed, and submit it to you for review and approval along with a copy of their pay stub. Staff who approach an administrator to correct paycheck issues will be directed back to their Supervisor.

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