PAYROLL POLICIES AND PROCEDURES FOR HOURLY EMPLOYEES
New hourly employees may not begin working until all necessary paperwork is completed. This includes providing an original
Social Security card or receipt from the Social Security Office that a request for a card has been processed.
Rutgers Students will use their RUID number as their Employee ID number, non-Rutgers students or casual staff employees
will be assigned an Employee ID number. All hourly employees will be given a default PIN when entered into the payroll
system. New employees using ClocTrak MUST change their PIN manually by selecting CHANGE PIN. PIN must consist of
4-6 characters. Both alpha and numeric, upper and/or lower case may be used. No spaces are permitted. Password is case
sensitive. Your PIN is confidential and should not be shared with anyone. Additional information on selecting an appropriate
password can be found at http://www.rci.rutgers.edu/passwords.html.
It is your responsibility to remember to PUNCH IN and PUNCH OUT for your shifts and any required breaks. It is also your
responsibility to complete Department Transfers appropriately. Failure to use ClockTrak properly may lead to termination of
Tampering with ClocTrak or any other means used to keep track of an employee’s hours or schedule and/or punching in or out
for anyone other than you is grounds for immediate termination.
If you are prompted with an “Invalid badge” when using ClocTrak, alert your supervisor and use back up methods to record
The Payroll Schedule lists the Non-Benefit and Benefit check distribution dates. Ask your supervisor where to pick up your
checks. You will be given a copy of the payroll schedule and it will also be posted. The pay cycle covers a two week period;
beginning on a Thursday and ending on a Wednesday. (This cycle changes periodically – refer to the payroll schedule during
holiday and early cut off pay periods.) Paychecks are distributed every other Friday during the month.
Please note that located on your Rutgers University paychecks is a pay period closing date. This pay period closing date is
always a Friday; however, the Libraries close their pay period on the Wednesday before. Keep this in mind when you are
estimating your take-home pay.
Direct deposit is available to all hourly employees with an established savings or checking account and it is strongly
recommended that you sign up for this program. If you are interested in having your paychecks directly deposited to your
bank account, see your supervisor for the appropriate forms.
If you should ever lose or misplace your paycheck, please notify your supervisor immediately. The Libraries Budget Office
will place a Stop Payment on the paycheck. It will take 7-10 business days before a replacement check will be sent to your
department. If you should find the check after a Stop Payment was issued, DO NOT attempt to cash the check.
Please notify your supervisor immediately if your employee status changes i.e. no longer full-time student, appointment or
termination of appointment in another University department, etc. Your status determines when your payroll is submitted and
when you are paid. If you do not keep us abreast of changes, it may mean a delay in issue of your paycheck.
Type 4 hourly employees (Rutgers part-time students, non-Rutgers students and all other casual and temporary hourly staff)
• Speak to your supervisor regarding maximum number of hours you can work per week and length of continuous employment.
Type 5 hourly employees (Rutgers full-time students)
• Cannot work more than 20 hours in one (1) week when classes or exams are in session.
• Can work up to 35 hours in one (1) week during the summer or during holiday breaks or intercessions when classes or exams
are not in session.
• Cannot work more than five (5) consecutive hours without taking at least a 15-minute unpaid break.