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Information WorkshopFall 2012
Biweekly Pay Conversion
What is biweekly pay? Why, who and when
How will this affect my pay? Preparing for the transition to biweekly pay Transition Assistance Program (TAP) Pay Cycle Calendar Time Reporting Leave Accruals Resources Additional Training for PPS and Time Reporting
Topics
A biweekly pay cycle consists of 10 working days (2 weeks), Sunday through Saturday
Employees receive pay every 2 weeks, on every other Wednesday
Pay includes time worked, leave time used, paid overtime earned, & other “ancillary” pay (shift differential, on-call, etc.)
Leave usage is reported in current pay period 26 paychecks per year
What is biweekly pay?
Biweekly Pay Cycle Sample
Paycheck is issued 11 days after the pay period ends (PPE)
Pay is every other week, NOT twice a (calendar) month
Actual pay dates will vary month to month Most months will have 2 paydays, but some will
have 3
Monthly & Biweekly Comparison
Monthly Pay Cycle Biweekly Pay CyclePay Cycle 1st to last day of the month
Pay day is currentSunday to Saturday, two-week periodPay day is 11 days later
Paychecks per Year
12 26
Paycheck Date
1st of the month Every other Wednesday
Pay for Overtime, Shift, On Call, Etc.
Paid one month after earned, or in a separate check
Paid in biweekly check when earned
Employees in Pay Cycle
Employees who ARE NOT eligible for overtime, shift, on call, etc.
Employees who ARE eligible for overtime, shift, on call, etc. and/or work variable hours
Leave Usage Reported one month in arrears
Reported in the current leave accrual cycle
Standardize payroll cycles across all UC locations as part of UCPath
More efficient and effective time reporting Reduction in manual adjustments Overtime payments will be more timely Vacation and sick leave balances will be current
Why move to biweekly pay?
Non-Exempt Employees Currently monthly-paid employees who are eligible for
overtime, shift, on-call pay Examples: Student Affairs Officer I, Analyst II, CNT II, etc.
Hourly-paid employees who report actual time worked Examples: (Staff) Student Assistant series, Limited
appointments
Transition to biweekly pay for exclusively represented employees is subject to collective bargaining. UC Path web site will provide updated information on the status of this decision pending discussions or negotiations with the exclusive representatives. http://www.pmo.ucsb.edu/projects/biweekly-pay-overview
Who will move to biweekly pay?
Academic Employees Exempt Staff Employees
Currently monthly-paid employees who are NOT eligible for overtime, shift, on-call pay Examples: Student Affairs Officer III, Analyst IV, etc.
Who will remain on monthly pay?
Sunday, January 20, 2013
When will the first biweekly cycle begin?
When will biweekly pay start?Paycheck Date Paycheck Pay Period
January 2, 2013 Last full monthly paycheck
December 1 - 31, 2012 (21 work days)
February 1, 2013 Last partial monthly paycheck
January 1 - 19, 2013 (14 work days)
February 13, 2013
First biweekly check
January 20 - February 2, 2013(10 work days)
Pay will be based on an hourly rate, rather than monthly
Hourly rate calculation Monthly rate divided by 174 (average work
hours/month), OR Annual rate divided by 2088 (total work hours/year) Examples
$3,000.00 per month ÷ 174 = $17.24 per hour $36,000.00 per year ÷ 2088 = $17.24 per hour
How will my pay be calculated?
Payroll deductions will change Percent-based deductions will be deducted from every
paycheck Examples: Taxes, retirement contributions, etc.
Flat-dollar deductions will be split across 2 biweekly paychecks Examples: Insurance premiums, parking, etc.
For months with 3 pay cycles, the 3rd paycheck (paid the following month) will have NO flat-dollar deductions (but will still contain percent-based deductions). This paycheck is referred to as a “benefit holiday” In 2013 there will be 2 benefit holiday paychecks:
April 10 September 11
How will the pay schedule change affect my paycheck?
Review your personal budget and determine your income needs based upon the biweekly pay cycle.
Review and make any changes to automatic payments or deductions you have scheduled. Adjust your automatic withdrawal or bill-pay dates to align with your new pay dates.
Consider adjusting your 403(b) or 457(b) contributions temporarily during the transition period.
Use the paycheck calculator at:www.pmo.ucsb.edu/projects/biweekly-pay-overview
How do I prepare for the transition?
What if after my review I find that I may not be able to
meet my financial obligations during the transition?
Personal Loan Vacation Cash Out
* At this time, non-represented employees (99) who meet the eligibility criteria for the Biweekly Pay Transition Assistance Program may utilize the program. Participation of exclusively represented employees is subject to collective bargaining. This information will be updated pending discussions or negotiations with the exclusive representatives of affected employees.
Transition Assistance Program (TAP)*
Any non-exempt employee converting to Biweekly pay cycle Includes probationary and non-probationary Career,
Contract, Limited and Per Diem employees Active Status Appointment of 50% or more On payroll as of November 1, 2012 No known separation date prior to August 18, 2013
Who is eligible for TAP?
Short-term, interest-free personal loan from the University Minimum of $100 Maximum of $1,000 To be included in February 1, 2013 paycheck Repayment in 12 equal installments (thru regular
paychecks) First repayment deduction will be in March 13, 2013
paycheck No pre-payment penalty if paid back earlier If employee separates from University during repayment
period, remaining loan balance is due and payable from final paycheck
Personal Loan
Cash out up to 80 hours of accrued vacation Whole hour increments To be included in February 1, 2013 paycheck No repayment – cash out only
Vacation Cash Out
Applications are available onlinewww.pmo.ucsb.edu/projects/biweekly-pay-overview
Application window Opens November 13, 2012 Closes 4:00 p.m., January 10, 2013
Submit applications to: Edna Arellano in Human Resources
Mail Code 3160 Email [email protected] Phone ext. 4048
How to apply
Key TAP DatesEvent Date
Opening date for requesting Vacation Cash Out and/or Personal Loan
November 13, 2012
Closing date for requesting Vacation Cash Out and/or Personal Loan
January 10, 2013
Vacation Cash Out &/or Personal Loan - Payment
February 1, 2013
First Loan Repayment Deduction (1st of 12 installments)
March 13, 2013
Time reporting will be done in hours A pay period will consist of 2 weeks, Sunday through
Saturday Paper timecards KRONOS electronic timekeeping system
Time Reporting
Transition from table to factor accrual Table: Earn vacation and sick leave in full hours Factor: Earn vacation and sick based on a multiplier
Leave Accrual (vacation, sick leave)
Factor Accrual Chart
Leave Accrual Code
Vacation Table
Accrual Rate
(hours/month)
Vacation Factor Accrual
Rate
Sick Leave Table
Accrual Rate(hours/month)
Sick Leave Factor Accrual
Rate
A, G 10 .057692 8 .046154
B, H 12 .069231 8 .046154
C, J 14 .080769 8 .046154
D, K 16 .092308 8 .046154
E 16 .092308 0 0
F 0 0 8 .046154
Accrual CalculationsTable Hours Earned
per Month
Total Table Hours
Earned for 12 Months
(1 year)
Factor Accrual Rate
Factor Hours Earned for 2
Biweekly Cycles
(≈ 1 “month”)
Total Factor Hours Earned
for 26 Biweekly Cycles
(1 year)
Vacation
10 120 .057692 9.230720 119.999360
12 144 .069231 11.076960 144.001000
14 168 .080769 12.923040 167.999520
16 192 .092308 14.769280 192.000640
Sick Leave
8 96 .046154 7.384640 96.000320
Biweekly Pay Websitewww.pmo.ucsb.edu/projects/biweekly-pay-overview Background and Information Q & A – Questions and Answers News and Updates 2013 Biweekly Pay Calendar Compensation Calculator TAP Information and Applications Project Team Members
D-list Campus Announcements PPS Listserv Notices
Resources
To take place December 2012 and January 2013 Will cover:
Data Change Implementation in PPS Employee DataBase (EDB)
Timekeeping Timecards KRONOS
Time Reporting Leave Accrual and Reporting Moving forward…to UCPath
PPS & Time Reporting Training
Questions?
Coni EdickHuman [email protected]