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Bi weekly Pay Conversion

Bi weekly Pay Conversion. Information Workshop Fall 2012. Topics. 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

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Bi weekly Pay Conversion

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  1. Biweekly Pay Conversion Information Workshop Fall 2012

  2. Topics • 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

  3. What is biweekly pay? • 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

  4. 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

  5. Monthly & Biweekly Comparison

  6. Why move to biweekly pay? • 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

  7. Who will 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

  8. Who will remain on monthly 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.

  9. When will the first biweekly cycle begin? Sunday, January 20, 2013

  10. When will biweekly pay start?

  11. How will my pay be calculated? • 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

  12. How will the pay schedule change affect my paycheck? • Payroll deductions will change • Percent-baseddeductions will be deducted from every paycheck • Examples: Taxes, retirement contributions, etc. • Flat-dollardeductions 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

  13. How do I prepare for the transition? • 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

  14. What if after my review I find that I may not be able to meet my financial obligations during the transition?

  15. Transition Assistance Program (TAP)* • 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.

  16. Who is eligible for 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

  17. Personal Loan • 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

  18. Vacation Cash Out • 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

  19. How to apply • Applications are available online www.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 edna.arellano@hr.ucsb.edu • Phone ext. 4048

  20. Key TAP Dates

  21. Time Reporting • Time reporting will be done in hours • A pay period will consist of 2 weeks, Sunday through Saturday • Paper timecards • KRONOS electronic timekeeping system

  22. Leave Accrual (vacation, sick leave) • Transition from table to factor accrual • Table: Earn vacation and sick leave in full hours • Factor: Earn vacation and sick based on a multiplier

  23. Factor Accrual Chart

  24. Accrual Calculations

  25. Resources • Biweekly Pay Website www.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

  26. PPS & Time Reporting Training • 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

  27. Questions?

  28. Coni Edick Human Resources 893-3197 coni.edick@hr.ucsb.edu

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