It is the established policy of Ohio Wesleyan University to provide equal employment opportunities to all qualified persons and to administer all aspects and conditions of employment without regard to race, color, sex, gender, gender identity and/or expression, sexual orientation, pregnancy, marital status, ethnicity, religion, national origin, ancestry, age, physical or mental disability, genetic information, military/veteran status or any other protected classification, in accordance with applicable federal, state, and local laws. Equal employment opportunity includes, but is not limited to, employment, training, promotion, demotion, transfer, compensation, benefits, discipline, leaves of absence, termination and other terms, conditions and privileges of employment.

Harassment and Sexual Harassment and Title IX

Ohio Wesleyan University does not discriminate against any person in employment or educational opportunities because of race, color, religion, age, ethnicity, national origin, national ancestry, sex, pregnancy, gender, gender identity or expression, sexual orientation, military service or veteran status, mental or physical disability, or genetic information, or any other bases under the law.

Inquiries concerning the application of University policies addressing unlawful discrimination or harassment or federal and state laws and regulations should be made to the Office of Human Resources or the University’s Title IX Officers.

This Employee Handbook incorporates by reference the University’s policies addressing unlawful discrimination or harassment, including but limited to the Title IX and Sexual Harassment Policy and Non-Title IX, Sexual Misconduct Policy. Allegations of a violation of these policies will be investigated, resolved, and, if applicable, disciplined pursuant to them.

If you feel you have been subjected to any form of harassment, sexual harassment or other form sexual misconduct or discrimination, please contact the Human Resources Office, Title IX Coordinator or your Senior Leadership Team member to initiate a report.

Sexual Relationships between Employees and Students

Ohio Wesleyan prohibits sexual relationships between University employees and Ohio Wesleyan students. Relationships in which a differential of power exists between parties increase the risk of exploitation, favoritism, bias, and conflicts of interest. This policy is intended to help protect the academic and institutional integrity of Ohio Wesleyan by reducing the potential for these problems or the perceptions of them that might otherwise occur.

Guidelines for Overnight Travel and Lodging

Ohio Wesleyan University appreciates the efforts of those who travel on University business and wants to ensure that faculty, staff, and students enjoy a safe, secure, and productive trip.

Employees are referred to the current University Travel Policy for current information related to work travel: https://www.owu.edu/files/resources/travel-policy-rev-july-2022.pdf

Immigration Law Compliance

All individuals hired by the University will be required to establish and certify their identity and eligibility to work in the United States. Individuals employed by the University will be required to produce, within three (3) business days of their first day of work for pay, proof of identity and eligibility to work in the United States. All individuals hired by the University will be required to certify on the appropriate Form I-9 their identity and eligibility to work in the United States.

ADA/Accommodation

The Americans with Disabilities Act (ADA) and the Americans with Disabilities Amendments Act (ADAAA), are federal laws that require employers with 15 or more employees not to discriminate against applicants or employees with disabilities. The ADA also requires such employers to provide reasonable accommodations to applicants and employees unless doing so would cause undue hardship.

Ohio Wesleyan University is committed to providing individuals with disabilities equal opportunities in all phases of employment. Ohio Wesleyan University will, in good faith, provide reasonable accommodations for its qualified applicants and employees as required by the Americans with Disabilities Act of 1990, as amended (the “ADA”) and the Rehabilitation Act of 1973, as amended, and their implementing regulations, and consistent with university anti-discrimination policies.

Retaliation against an individual with a disability for requesting an accommodation is prohibited.

Employees and applicants must identify themselves as having a disability and request reasonable accommodation. The University has no duty to seek out and determine the need for an accommodation absent a request from an employee or applicant.
Employees and applicants must be qualified in order to be eligible to receive accommodations.
The University is not required to eliminate an essential job function as an accommodation for a disability. “Essential job function” is a fundamental function of the position.
The University is not required to lower performance standards – whether qualitative or quantitative. The University may, however, have to provide reasonable accommodation to enable an employee with a disability to meet a performance standard.
Cost or other impact of a requested accommodation may be measured against the accommodation’s efficacy in determining whether it is reasonable.
No change or modification is required if it would cause undue hardship to the University. Undue hardship refers not only to financial difficulty, but to accommodations that are unduly extensive, substantial, or disruptive, or those that would fundamentally alter the nature or operation of the University’s work.
The University will attempt to provide the reasonable accommodation requested, but may choose among reasonable accommodations as long as the chosen accommodation is effective. Through an interactive process, the University may offer alternative suggestions for reasonable accommodations and discuss their effectiveness in removing the workplace barrier that is impeding the individual with a disability.
The University has no duty to provide personal use items needed to accomplish daily activities both during and outside of working time. This includes items such as eyeglasses, hearing aids, and prosthetic limbs.

It is the policy of the University to comply with all federal and state laws concerning the employment of persons with disabilities and act in accordance with applicable law. Furthermore, it is our University policy not to discriminate against qualified individuals with disabilities in regard to application procedures, hiring, advancement, discharge, compensation, training or other terms, conditions, and privileges of employment.

When an individual with a disability is requesting accommodation and can be reasonably accommodated without creating an undue hardship or causing a direct threat to workplace safety, he or she will be given the same consideration for employment as any other applicant. Applicants who pose a direct threat to the health, safety, and well-being of themselves or others in the workplace when the threat cannot be eliminated by reasonable accommodation will not be hired.

The University will reasonably accommodate qualified individuals with a disability so that they can perform the essential functions of a job unless doing so causes a direct threat to these individuals or others in the workplace and the threat cannot be eliminated by reasonable accommodation and/or if the accommodation creates an undue hardship to the University. Contact the Director of Human Resources with any questions or requests for accommodation.

All employees are required to comply with University safety standards. Current employees who pose a direct threat to the health and/or safety of themselves or other individuals in the workplace will be placed on appropriate leave until a University decision has been made in regard to the employees’ immediate employment situation.

Individuals currently using illegal drugs are excluded from coverage under the university ADA policy.

The Human Resources Department is responsible for implementing this policy, including resolution of reasonable accommodation, safety/direct threat, and undue hardship issues.

Lactation Accommodation

The University supports breastfeeding mothers by accommodating mothers who wish to express breast milk during the workday when separated from her newborn child. The provisions of this Lactation accommodation meet the requirements of the FLSA as it relates to breaks for nursing mothers.

For up to one year after the child’s birth, any employee who is breastfeeding her child will be provided reasonable break times to express breast milk for her newborn. The University has a designated space for this purpose (please ask your supervisor or the Human Resources Department for further clarification on location). Any breast milk stored in a refrigerator must be labeled with the name of the employee and the date of expressing the breast milk. Any non-conforming products stored in the refrigerator may be disposed of. Employees storing milk in the refrigerator assume all responsibility for the safety of the milk and the risk of harm for any reason, including improper storage, refrigeration and tampering. Employees who work off-site or in other locations will be accommodated with a private area, as necessary.

Family and Medical Leave Act (FMLA)

The University shall comply fully with the federal Family and Medical Leave Act (FMLA). The FMLA requires employers with 50 or more employees to provide eligible employees with unpaid leave. The following provides a general overview of two types of leave available, including the basic 12-week leave entitlement (Basic FMLA Leave), as well as the military family leave entitlements (Military Family Leave) described in this policy. A “year” for these purposes is a rolling 12-month period measured backward from the date an employee uses any FMLA leave (Note: Employees with any further questions about their eligibility for FMLA leave should contact the Human Resources Department for additional information).

Employees are eligible for FMLA leave if they:

Have worked for the University for at least 12 months;
Have worked at least 1,250 hours for the University during the 12 calendar months immediately preceding the start of the leave; and
Are employed at a work site that has 50 or more University employees within a 75-mile radius.

Basic FMLA Leave. Employees who meet the eligibility requirements described above are eligible to take up to 12 weeks of unpaid leave during any 12-month period for one of the following reasons:

To care for the employee’s child during the first 12 months following birth;
To care for a child during the first 12 months following placement with the employee for adoption or foster care;
To care for a spouse, son, daughter, or parent (“covered relation”) with a serious health condition;
For incapacity due to the employee’s pregnancy, prenatal medical or child birth; or
Because of the employee’s own serious health condition that renders the employee unable to perform an essential job function.

Reduced Leave Schedule or Intermittent Leave

In the case of your own serious health condition or that of your covered relation (as defined by the FMLA), you may request that FMLA leave be taken on a reduced leave schedule (i.e., shorter work hours or a shorter work week) or intermittent basis, if your health care provider or the family member’s health care provider deems it to be medically necessary. Employees must make reasonable efforts to schedule leave for planned medical treatment so as not to unduly disrupt the University’s operations.

Definition of Serious Health Condition

For the purposes of this policy, a “serious health condition” is an illness, injury, impairment, or physical or mental condition that involves either an overnight stay in a medical care facility, or continuing treatment by a health care provider for a condition that either prevents the employee from performing the functions of the employee’s job, or prevents the qualified family member from participating in school or other daily activities. Subject to certain conditions, the continuing treatment requirement may be met by a period of incapacity of more than three consecutive calendar days combined with at least two visits to a health care provider or one visit and a regimen of continuing treatment, or incapacity due to pregnancy, or incapacity due to a chronic condition. Other conditions may meet the definition of continuing treatment.

Advance Notice

Thirty days advance notice of FMLA leave is required when the need for leave is foreseeable. The employee is responsible for submitting paperwork to the Human Resources Department’s FMLA Administrator documenting the need for FMLA leave and obtaining approval in advance. If the leave is unforeseeable (e.g., medical emergency), then you must give the University notice as soon as practicable after you become aware of the need for such leave and generally must comply with normal call-off procedures.

If an employee fails to give 30 days’ notice of need for leave that was clearly foreseeable, and the employee has no reasonable excuse for the delay, the University may deny FMLA leave until at least 30 days after the employee provided notice.

When leave is needed for the serious health condition of the employee or his/her spouse, son, daughter, or parent, and is for planned medical treatment, the employee must make a reasonable effort to schedule treatment so as not to unduly disrupt the University’s operations.

Medical Certification

If an employee is requesting unpaid leave due to the serious health condition of a family member or his or her own serious health condition, the employee must submit a written certification from a health care provider. The employee must provide the requested certification to the University within 15 days after receipt of the certification paperwork, unless it is not practical under the particular circumstances to do so despite the employee’s good faith efforts. If an employee fails to provide certification within 15 days, and there are no special circumstances, the beginning and/or continuation of the employee’s leave will be treated as a non-FMLA absence under the University’s usual attendance policies until the employee provides the certification. If the medical certification is incomplete or lacking information, the employee will be notified in writing of the deficiency and will have 7 calendar days to cure the deficiency.

The University may require second or third opinions at its expense (except in the case of certifications for Caregiver Military Leave completed by health care providers affiliated with the Departments of Defense or Veterans Affairs or the TRICARE network).

To take FMLA leave on a reduced leave schedule or on an intermittent basis, the written certification from the health care provider must confirm the medical necessity of such a request. Employees must also inform the University if the requested leave is for a reason for which FMLA leave was previously taken or certified.

All employees returning from FMLA leave for their own serious health condition must provide medical certification of their fitness to return to work before they actually begin working. In addition, employees may be required to provide periodic recertification during their FMLA leave, but will not be required to do so for Military Family Leave to care for a covered service member.

The Genetic Information Nondiscrimination Act of 2008 (GINA) prohibits employers and other entities covered by GINA Title II from requesting or requiring genetic information of employees or their family members, except as specifically allowed by GINA. In order to comply with this law, employees and their health care providers should not provide any genetic information when responding to a request for medical information. “Genetic information,” as defined by GINA, includes an individual’s family medical history, the results of an individual or family member’s genetic tests, the fact that an individual or an individual’s family member sought or received genetic services, and genetic information of a fetus carried by an individual or an individual’s family member or an embryo lawfully held by an individual or family member receiving assistive reproductive services.

Compensation during Leave

FMLA leave is unpaid. However, if the employee has accrued sick and vacation days, he/she is required to substitute this paid leave for all or part of any otherwise unpaid FMLA leave. In order to use paid leave for FMLA leave, employees must comply with the University’s normal paid leave policies. Any paid leave that is used during the FMLA leave will run concurrently with FMLA leave, and will not extend the leave to which the employee is entitled. Similarly, time during which an employee is off work for his or her serious health condition and is receiving workers’ compensation benefits or disability benefits will run concurrently with FMLA leave.

Benefits

Health insurance continues during the qualifying FMLA leave period with the University and the employee paying their regular contributions, provided such insurance was provided before the leave was taken. Employees should consult with the Human Resources Department concerning these payments before taking the leave. If paid leave is substituted for unpaid FMLA leave, health insurance and other premiums will continue to be deducted from the employee’s paycheck as normal. In some instances, the University may recover premiums it paid to maintain health coverage for an employee who fails to return to work following FMLA leave. Should FMLA leave extend beyond the employees accrued sick and/or vacation time resulting in insufficient compensation in the form of a paycheck, the employee will be invoiced for their portion of any monthly insurance premiums that are due until the employee is able to return to work and continue payroll deduction for those premiums.

Returning from Leave

Ordinarily, on return from FMLA leave, employees will be placed in their previous position or an equivalent position with equivalent pay and benefits. If, however, an employee fails to return to work at the end of his/her leave, his/her employment may be terminated. In addition, an employee returning from FMLA leave will have no greater rights to job restoration or any other benefits than if the employee had been continuously on the job instead of on leave. You should contact the Human Resources Department’s FMLA Administrator to confirm your intention to return to work at least 2 business days prior to the date your leave expires.

General Information

The FMLA makes it unlawful for any employer to:

Interfere with, restrain, or deny the exercise of any right provided under FMLA;
Discharge or discriminate against any person for opposing any practice made unlawful by FMLA or for involvement in any proceeding under or relating to FMLA.

An employee may file a complaint with the U.S. Department of Labor or may bring a private lawsuit against an employer. The FMLA does not affect any Federal or State law prohibiting discrimination, or supersede any State or local law or collective bargaining agreement which provides greater family or medical leave rights.

State Family and Medical Leave Laws

To the extent that state law provides family or medical leave rights greater than those available under the FMLA, the University will comply with all applicable state law requirements.

Military Family Leave - There are two types of Military Family Leave available:

Qualifying exigency leave. Employees meeting the eligibility requirements described above may be entitled to use up to 12 weeks of their Basic FMLA Leave entitlement to address certain qualifying exigencies. Leave may be used if the employee’s spouse, son, or daughter, is on or is called to “covered active duty” in the Armed Forces (including the National Guard or Reserves) in a foreign country. To qualify for this leave, employees are required to submit certification of the qualifying exigency. Such certification must be submitted in the same manner as described above for medical certification. Qualifying exigencies may include:

Short-notice deployment (up to 7 calendar days)
Attending certain military events
Arranging for alternative childcare
School activities
Addressing certain financial and legal arrangements
Periods of rest and recuperation for the service member (up to 15 calendar days)
Attending certain counseling sessions
Parental care (of military member’s parent)
Attending post-deployment activities (available for up to 90 days after the termination of the covered service member’s active duty status)
Other activities arising out of the service member’s active duty or call to active duty and agreed upon by the university and the employee

2. Leave to care for a covered service member. There is also a special leave entitlement that permits employees who meet the eligibility requirements for FMLA leave to take up to 26 weeks of leave during a single 12-month period to care for a spouse, son, daughter, parent, or next of kin who is a covered service member. This leave can be taken intermittently. Leave not taken within the 12-month period is forfeited. Leave taken to care for a covered service member counts against an employee’s Basic FMLA Leave entitlement.

A covered service member is:

(1) a current member of the Armed Forces, including a member of the National Guard or Reserves, who is undergoing medical treatment, recuperation, or therapy; or is in outpatient status; or is on the temporary disability retired list, for a serious injury or illness; (2) a covered veteran who is undergoing medical treatment, recuperation, or therapy for a serious injury or illness.

To qualify for this leave, employees are required to submit medical certification of the serious injury or illness of the covered service member. This certification must be submitted in the same manner as medical certification under the University’s FMLA policy, except that: (1) the University will accept invitational travel orders (ITOs) or invitational travel authorizations (ITAs) issued to a family member to join an injured or ill service member at his or her bedside in place of a completed certification form; and (2) the University will accept as certification of the service member’s serious injury or illness documentation of his or her enrollment in the Department of Veterans Affairs Program of Comprehensive Assistance for Family Caregivers.

If an ITO or ITA is submitted, the employee is required to confirm the familial relationship to the service member. If documentation of enrollment in the Program of Comprehensive Assistance is submitted, the employee is required to confirm the familial relationship and to provide documentation of the veteran’s discharge date and status.

After the leave, the employee must be restored to the same or essentially same position held before the leave. Health care benefits will be maintained during the leave.

Extended Leave of Absence

The University recognizes that there may be limited occasions when an employee needs time off beyond what is available under the University’s paid and unpaid leave policies. For example, an employee may be unable to return to work after exhausting FMLA leave or may not be qualified for FMLA leave. In such instances, the employee may request an unpaid extended leave of absence from the University. Employees requesting an extended leave of absence must submit a written request stating the purpose of the leave to their supervisor at least 30 days prior to the requested starting date of the leave, or, if it is not possible to provide 30 days’ notice, as soon as the employee becomes aware of the need for an extended leave of absence.

Generally, the maximum duration of this leave, when combined with 12 weeks of exhausted FMLA leave, will be 12 months. However, at the sole discretion of the University, and in accordance with applicable law, this leave may be extended beyond 12 months if exceptional circumstances exist. Employees placed on extended leave of absence do not retain employment rights guaranteed under the FMLA. The decision to grant any extended leave of absence under this section is up to the discretion of the University based on all of the circumstances at the time that the request is made. The leave must not disrupt the University’s operations and may be canceled at any time for business necessity. Approval of an extended leave of absence up to six months must be approved by the divisional Senior Leadership Team member in consultation with the President. Approval of leaves exceeding 6 months must be approved by the President. Employees who are unable to return to work following the expiration of their extended leave of absence will have their employment terminated.

In the case of extended leaves of absence based on personal illness or injury, an employee must provide the University with a physician’s statement identifying the nature of the employee’s illness/injury, the length of time during which the employee will be unable to work, and the date the employee is scheduled to be released to return to work. The employee is also required to provide the University with a physician’s release before returning to work. For extended leaves of absence based on the illness or injury of another, an employee may be asked to provide medical certification from that person’s physician.

Employees do not accrue vacation time or sick time while on an extended leave of absence.

Eligibility to continue participation in and election of group benefit plans while on an extended leave of absence is governed by the plan or policy. Payment of premiums for such plans is the employee’s responsibility during the leave.

Attendance/Tardiness

Attendance is a major concern of the University. Unsatisfactory attendance, including excessive tardiness and leaving work early, is considered unacceptable performance.

If you are ill, injured, or an unexpected emergency arises that prevents you from coming to work, you must notify your supervisor no later than 30 minutes after the start of your scheduled work day. If your supervisor is not available, you should contact the divisional member of the Senior Leadership Team. If you are physically unable to contact the University, you should direct another person to make contact on your behalf. Leaving a message with a fellow staff employee or with the answering service is not considered proper notification.

When you inform your supervisor that you will be absent, you are to advise the University of your expected date of return. The University reserves the right to require proof of illness, injury or accident, including a doctor’s statement(s) or notice(s), for any temporary disability.

Repeated absences, excessive absences (excused or unexcused), or a pattern of absences are unacceptable job performance. If you are absent for 3 consecutive work days and have not provided proper notification, the University will assume that you have abandoned your position, and you may be treated as having voluntarily terminated your employment with the University.

If you become ill at work, notify your supervisor immediately. If you are unable to perform your job tasks, you will be either sent to a doctor or your home.

You shall be at your work site at the start of your scheduled work time, prepared to begin work or resume your work duties. If you are not, you will be considered tardy. Excessive tardiness constitutes unacceptable work performance. The University does not categorize tardiness as excused or unexcused. If you are tardy, you may be subject to progressive disciplinary action.

All absences are to be arranged for as far in advance as possible. This includes vacations and time off for other reasons.

Confidentiality

Much of the information gathered, retained, or generated by the University is confidential. There shall be no disclosure of any confidential information to anyone outside the University without appropriate authorization.

Many Ohio Wesleyan University employees have access to confidential information about the University, employees, students, or other data. In the wrong hands, this information could harm students, the University, or others.

Confidential information includes, but is not limited to, University financial information, data from University computers, employee data, student data, donor and alumni data, or any other information deemed confidential by the University.

Employees may not directly or indirectly reveal, report, publish, disclose, or transfer confidential information without the approval of their supervisor.

Employees are encouraged to be cautious with confidential material and to keep it secure at all times, both at work and when off duty.

Student Records and Privacy Rights

Student record information is confidential and private. Ohio Wesleyan allows for the release of student record information only in accordance with both the Family Educational Rights and Privacy Act of 1974 and University policy. The one exception is directory information. Directory information is considered public information and may be released without a student’s prior consent.

Conflicts of Interest

The University is judged by the collective and individual performance of its officers and employees. The University has a particular interest in preserving its reputation and the reputation of its employees for the utmost honesty and integrity. Thus, the University holds itself and its employees to the highest standards of lawful and ethical conduct.

Therefore, you must be very careful that your relationships with students or vendors, as well as other activities do not subject you or the University to question or undue criticism. You must refrain from engaging in any activity that could be in conflict with your status as a University employee. This includes the use of your position with the University for personal profit or advantage or entering into transactions or relationships where it may appear you have a conflict of interest, are improperly benefiting from your affiliation with the University, or are violating laws governing fiduciary relationships. Good judgment and common sense are to supplement these provisions to avoid even the appearance of impropriety.

If you question the propriety of a transaction or activity, you should seek guidance from your supervisor or member of the Senior Leadership Team of the University. If necessary, you should seek written approval.

Outside Employment and Additional University Services

Ohio Wesleyan recognizes that opportunities exist both on and off campus for professional enrichment. Many factors should be considered when evaluating such opportunities for outside consulting, outside employment, or additional services inside the University but outside of the employee’s primary work assignment. All such opportunities need to be evaluated as to their appropriateness based on the best interests of the University and its mission, the professional advancement of the individual, and the public service that might be rendered.

Staff employees may engage in outside employment or degree-seeking activities during non-working hours, provided that such activities do not interfere with their job performance, compromise the reputation of the university, or constitute a conflict of interest. Prior to accepting outside employment, staff employees are expected to notify their supervisor in writing of their desire for outside employment. The written notice must contain the name of the potential employer or university department, the title and nature of the position, the nature of duties to be performed, the average number of working hours per week, and the time of the proposed work hours. If at any time the position constitutes a conflict of interest or interferes with the employee’s University position, the employee may be required to curtail or terminate such activity.

Faculty members are to observe guidance in the Faculty Handbook related to Outside Activities.

Under normal circumstances, outside activities of a professional or consultative nature for which a person receives compensation should not involve use of university facilities, clerical support, or other resources. In cases where a person would like to use university resources such as space or equipment, prior written approval must be granted from the appropriate vice president, who will consider all affected parties and evaluate any potential liability, and consult with appropriate university personnel before the use is authorized. In no cases should this activity limit access for students or operations, and in most cases, adequate compensation should be paid to the university for the use of university resources. The university reserves the right to deny this use at any point without regard to any prior approvals.

New Hire Orientation

The first 60 days after the hire date for employment at Ohio Wesleyan constitutes the new hire orientation period. During this period, an employee’s abilities and work performance should be regularly evaluated by their supervisor. If for any reason, on or before the end of this 60 day period, it is determined that an employee is not suited for the job for which he or she was hired, or if the employee decides it is not the position he or she wants, the employment may be terminated at that time. If an employee decides to leave his or her job during the new hire orientation period, he or she may do so without it being negatively considered in the job application process for a future job at the University. Successful completion of the new hire orientation period does not alter an employee’s at-will status.

Reporting Improper Deductions from Salary of Exempt Salaried Employees

Exempt salaried employees are paid a predetermined salary each pay period that is intended to compensate them for all hours worked in each work week during the pay period (monthly). Subject to the exceptions listed below, exempt salaried employees must receive their full salary for any workweek in which they perform any work, regardless of the number of days or hours worked in that workweek.

Federal law permits deductions from the salary of exempt salaried employees for the following reasons:

Full day absences for personal reasons (other than sickness or disability)
Full day absences for sickness or disability when the employee does not have any paid time off available
When the employee does not work a full week in the first or last week of employment
Disciplinary suspensions of one or more full days for violation of University policies
Penalties for violations of safety rules of major significance
To offset amounts received as payment for jury and witness fees or military pay
Partial or full day absences for unpaid FMLA leave. In such instances, the University may pay a proportionate part of the full salary for time actually worked.

In addition, deductions may be made for federal, state, or local taxes; court-ordered garnishments; contributions to benefit plans (e.g., insurance); and other reasons authorized by the employee in accordance with federal and state law.

All University supervisors and management employees are prohibited from making any improper deductions from the salaries of exempt employees. Employees who believe that an improper deduction has been made from their salary should immediately report this information to the Payroll Manager in the Human Resources Department. Reports of improper deductions will be promptly investigated. If it is determined that an improper deduction has occurred, the employee will be promptly reimbursed for any improper deduction made.