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Human Resources
Employee Handbook

Compensation and Payroll Policies & Procedures

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Compensation

Compensation Philosophy

The University’s mission drives TCU’s compensation philosophy:

To educate individuals to think and act as ethical leaders and responsible citizens in the global community. TCU employees are integral to the fulfillment of this mission and the University’s compensation plan, programs, and system reflects this commitment.

Basic to TCU’s compensation philosophy is the recognition of hiring and retaining excellent employees is paramount to the University’s future achievement. To remain a nationally-ranked institution, TCU must be committed to providing competitive salaries and benefits for its employees. In order to attract, motivate and retain a highly competent, inclusive, and diverse workforce, the University’s pay and benefits must reflect appropriate competitive market value and must be subject to continuous assessment.

Additional Jobs

Current University staff may work for other departments at the University and must receive compensation for any additional job. The following guidelines apply:

  1. Work performed for another TCU department shall not conflict with or occur during the work schedule of the employee’s primary job. The supervisor/department chair shall approve an additional job PRIOR to commencement of the second job.
  2. No schedule conflicts shall exist between the primary and additional job. If a conflict arises, the supervisors must resolve the issue without causing disruption to the employee’s primary job.
  3. Additional pay for non-exempt employees must comply with the Fair Labor Standards Employees who work more than 40 hours in a workweek will receive overtime for those hours worked. Non-exempt employees must report all hours worked to their supervisor using the timekeeping systemin the department in which the work occurs.

Salary Administration

TCU Human Resources Compensation page provides information about:

  • Forms
  • Request for Job Evaluation or Reclassification
  • Independent Contractor clarification
  • Salary Planning Manual (most current version )

Time Keeping Procedures

Employees and supervisors are required to record and account for all hours worked. All non-exempt employees including temporary, student and full-time must record their time worked for TCU. Hours worked are recorded either electronically through the University’s timekeeping system, Frog Time, or other authorized timekeeping process.

 

Payroll

The TCU Payroll office is committed to maintaining a comprehensive understanding of federal, state and university regulations regarding payroll.

Direct Deposit

All TCU employees are required to receive pay through Direct Deposit. For information on how to get started, review the “Your Paycheck” webpage.

Student-employees are strongly encouraged to enroll in direct deposit. However, federal regulations prohibit mandatory requirement for students receiving Title IV funds via direct deposit.

Pay Frequency

Non-exempt employees. Employees who receive one and one-half times their regular rate of pay for hours worked in excess of forty in a workweek are non-exempt and are paid biweekly. Paydays are generally on Friday.

Exempt employees. Employees not eligible for overtime – receive monthly paychecks on the last working day of the month.

Deadlines and pay dates are available on the HR Payroll calendar.

Non-immigrant, Foreign Visitors and non-U.S. resident

All non-immigrant, foreign visitors, and non-U.S. residents employed by TCU must have a U.S. ID number (Social Security number). Individuals with F-1, J-1 or M-1 VISAs are exempt from U.S. Social Security taxes. Provisions of Tax Treaties between the U.S. and the employee’s home country determine whether the employee is exempt from U.S. taxes and withholding.  All non-immigrant, Foreign Visitors, and non-U.S. residents must complete TCU’s online international reporting system (Glacier) prior to the release of pay (compensation or honorariums). For access to the international reporting system, contact HRPayroll@tcu.edu.

Honorariums to foreign nationals are typically subject to 30% withholding.

International tax documents (1042s) are issued no later than March 15 each year.

FAQs about International Guests; International Faculty; and International Students.

Pay Periods and Salary Payments

Exempt TCU employees, regardless of employment term (9-, 10- or 11- month) are paid over twelve months. Human Resources will individually calculate final pay for employees who separate from the University prior to the end of their planned employment period. Non-exempt employees are paid each pay period in which they work.

W-2 Tax Forms

TCU Human Resources W-2 Information for Employees . Receiving your annual tax documents electronically via a secured website prevents mail fraud and guarantees earlier distribution. Previous years’ tax documents are available on this site.

If you have not enrolled in the electronic W-2 process through Paperless Employee, you will receive your W-2 via U.S. Postal Service to the mailing address of record. You may enroll for electronic W-2 through Paperless Employee at https://www.paperlessemployee.com/tcu. 

Withholding (W-4 Forms)

TCU Human ResourcesW-4 Withholding and Deductions . The IRS encourages all employees to use the Withholding Estimator on the IRS website to perform a quick “paycheck checkup.”