Payroll Calendars
Recognized Paid Holidays
- New Year's Day (January 1)*
- Martin Luther King Jr. Day (January)
- Presidents' Day (February)
- Memorial Day (last Monday in May)
- Juneteenth (June 19)*
- Independence Day (July 4)*
- Labor Day (first Monday in September)
- Veterans Day (November 11)*
- Thanksgiving Day (November)
- Day after Thanksgiving (November)
- Last working day before Christmas Day (December)
- Christmas Day (December 25)*
- First working day after Christmas Day (December)*
* When a holiday falls on a Saturday, it is observed on the preceding Friday. When it falls on a Sunday, it is observed on the following Monday.
Classified Payroll Information
Salary Schedules
Jump to Historical Salary Schedules
Classified Formal Leave Backfill
While a contracted classified employee is on an approved leave of absence, hours worked by an hourly classified employee to assist during that absence are considered medical backfill. Medical backfill hours are exempt from the 1,039-hour limitation for hourly classified staff. See the LCCEF Contract for full details and limitations.
Medical backfill eligibility ends immediately upon the contracted employee’s return to their regularly scheduled hours, or once the maximum of 960 backfill hours has been reached — whichever occurs first.
If the contracted employee returns on a partial schedule, backfill hours may continue, but the combined hours cannot exceed the contracted employee's regularly scheduled hours.
Payroll Process for Backfill
Once a backfill employee has been identified, complete a Personnel Action Form (PAF) for the hourly classified employee performing the contracted employee's tasks.
- Use position suffix "36" — this signals to Payroll that hours are exempt from the 1,039-hour maximum.
- In the PAF comments, include the contracted employee's position number (C1xxxx-xx). Do not include the contracted employee's name — the PAF is scanned into the hourly employee's personnel file, and naming another employee would violate their confidentiality.
Route completed, signed PAFs to Human Resources for processing.
Faculty Payroll Information
Salary Schedules
- Contracted Faculty Salary Schedule
- Part-time Faculty Salary Schedule
- Flight Tech Instructor Salary Schedule
- Noncredit Hourly Salary Schedule
Jump to Historical Salary Schedules
Contracted Faculty Overloads
Faculty assigned instructional work beyond their contracted workload receive overload pay. Overloads are paid at either 85% or 100% of the employee's contracted rate depending on the circumstances (see below).
Faculty who are assigned instructional work beyond their contracted workload are eligible for overload pay. Overload compensation is calculated using the faculty member’s annual salary, the overload FTE, and the applicable overload percentage.
Overload Calculation Formula:
Overload FTE × Overload Percentage × Annual Salary = Total Overload Pay
Important: Any workload assigned beyond the amount budgeted in the faculty’s 5405 position account is considered an overload, even if that additional work occurs regularly.
Step 1: Determine the Annual Salary
Use the full-time annual salary shown on the current contracted faculty salary schedule based on the faculty member’s assigned level and step.
Summer term note: Summer is considered the beginning of a new academic year. Use the salary schedule and level/step placement for the new year (if available) when calculating summer overloads.
Step 2: Determine the Overload FTE
Overload FTE represents the portion of workload assigned beyond the faculty member’s contracted workload.
Calculate overload FTE as:
Overload Assignment ÷ Annual Full-Time Workload
Always calculate using the annual full-time workload standard, even if the assignment only occurs during one term.
Departments may define annual workload differently (for example: credit hours, work days, students supervised, or contact hours). If you are unsure which standard applies, consult your department or division chair.
Annual workloads can be defined by credit hours, days worked, students supervised, or contact hours — select the standard used in your department. If unsure, check with your division or department chair.
Examples:
- Credit Hours - In a department with a 45-credit annual workload, a 3-credit one-term assignment is: 3/45 = 0.067 FTE
- Days Worked - 10 extra days is: 10/170 = 0.059 FTE
- Contact Hours - In a department with a 66 contact-hour workload, a 5 contact-hour one-term assignment is: 5/66 = 0.076 FTE
- Students Supervised (Co-op Ed) - Supervising 10 students in a department with a 171-student standard is: 10/171 = 0.058 FTE
Step 3: Determine the Correct Overload Percentage
Overloads are paid at either 85% or 100% of the faculty member’s contracted rate.
Use the following guidelines:
- Academic year assignments exceeding 1.0 FTE: paid at 85%
- Faculty contracted below full-time: overload work is paid at 100% until total workload reaches 1.0 FTE; any work above 1.0 FTE is paid at 85%
- Summer term overloads: paid at 85%
Step 4: Submit an Overload PAF to Human Resources
Departments are responsible for calculating overload pay and submitting the request to Human Resources.
To process overloads:
- Complete a Personnel Action Form (PAF) with all required fields.
- Obtain the Division Dean’s signature.
- Obtain the Associate Vice President's signature.
- The Associate Vice President's office submits the approved PAF to Human Resources.
If assistance is needed with overload calculations or determining the correct values to use, contact a Payroll Analyst in Human Resources.
Part-Time Faculty In-Service Hours
The following summarizes available in-service, meeting, and workshop hours for part-time faculty. See the LCCEA Faculty Contract and subsequent MOAs for full details.
- Fall: 32 hours (8 of which are reserved for assessment activities), usable in Fall or later in the academic year
- Winter: 12 hours, usable in Winter or later in the academic year
- Spring: 12 hours, usable in Spring or later in the academic year
Also see: Part-Time Statement of Appointment
Management Payroll Information
New Hire Required Paperwork
Please see the New Hire Paperwork page for required on-boarding forms.
Employee Payroll Resources
Forms & Documents
- Form I-9 Employment Eligibility Verification
- Federal Form W-4 Employee's Withholding Certificate
- Oregon Form W-4 Employee's Withholding Statement and Exemption Certificate
- Direct Deposit Authorization
- Understanding Your Pay Statement
W-4 Completion Assistance
Need help filling out your W-4? Use the estimator tools below. You'll need your previous year's tax return, a current pay stub, and your current withholding information.
- Federal Tax Withholding Estimator IRS.gov
- Oregon Withholding Calculator Oregon Department of Revenue
Record Updates & Changes
Legal Name Changes
A copy of your Social Security card is required to ensure the accuracy of your name and Social Security Number (SSN) on your W-2. The College may be subject to penalties for incorrect reporting information.
Federal regulations require employers to maintain employee records that exactly match the employee’s name as it appears on their Social Security card to ensure accurate tax reporting. Employees requesting a legal name change must provide Human Resources with an updated copy of their Social Security card reflecting the new name.
If the updated card is not yet available, employees may temporarily submit an official receipt from a Social Security Administration office confirming that a replacement card has been requested. A copy of the updated Social Security card must be provided to Human Resources once it is received.
Social Security Number Changes
Federal regulations also require that each employee’s SSN on record exactly matches the number listed on their Social Security card. To update your SSN or correct your name in personnel or payroll records, provide your Social Security card with the updated information to the Human Resources Office.
Applying For or Replacing a Social Security Card
To apply for or replace a Social Security card:
- Visit a local Social Security Administration office.
- Call the Social Security Administration at (800) 772-1213.
- Request Form SS-5, Application for a Social Security Card, through the Social Security Administration website at ssa.gov.
- Classified Salary Schedule (per contract ratification)
- Classified Hourly Salary Schedule (per contract ratification)
- Classified Salary Schedule
- Classified Hourly Salary Schedule
- Contracted Faculty Salary Schedule
- Part-time Faculty Salary Schedule
- Flight Tech Instructor Salary Schedule
- Noncredit Hourly Salary Schedule