Bi-weekly Pay Conversion Overview. Fall 2012
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1 Bi-weekly Pay Conversion Overview Fall 2012
2 Bi-weekly payroll implementation team Grant Christensen, Payroll Gabe Nwandu, Payroll Heidie Rhodes, Human Resources Nancy Terry, Human Resources Sue Anderson, Human Resources Pauline Librenjak, Accounting David Gracey, Computing & Communications Josh Bright, Computing & Communications Rubyna Brenden, Computing & Communications 2
3 Agenda General Information Preparation Transition Assistance Summary Q&A 3
4 Bi-weekly Pay Conversion Overview GENERAL INFORMATION 4
5 UCPath project and deployment UCPath = University of California Payroll, Academic Personnel, Timekeeping and Human Resources Replaces multiple payroll systems with single payroll and human resources information system for UC One guiding principle is to standardize and simplify common business processes 5
6 Why move to bi-weekly pay? Standardize pay practices across UC Overtime payments more timely More efficient and effective time reporting Reduction in manual adjustments Reduction in overpayments Vacation and sick leave balances will be current 6
7 Who will move to bi-weekly pay? Non-exempt employees (hourly and salaried) Employees who are eligible for overtime, shift differential, and on-call pay Employees who report time worked, as well as sick, vacation, compensatory time and other leaves to nearest quarter hour 7
8 Bi-weekly pay cycle details Bi-weekly pay cycle Pay cycle Sunday to Saturday, two week period. Payday is 11 days after pay cycle Paychecks per year 26 Paycheck date Pay for Overtime, Shift, On Call, Etc. Pay rate Deductions Every other Wednesday Paid in bi-weekly check when earned Established by hourly rate of pay Percentage deductions taken from all checks Flat dollar deductions taken from 24 checks 2 paychecks per year have flat deduction holiday 8
9 Sunday to Saturday Example Pay period Pay begins Pay period period ends begins Pay period ends Return to Bi-weekly Pay Cycle Details 9
10 How is hourly rate calculated? Take the annual rate divided by 2088* to determine the hourly rate. $41,652 / 2088 hr = $19.95/hr *2088 total annual hours = 174 hours per month x 12 months Return to Bi-weekly Pay Cycle Details 10
11 Percentage Based Deductions % Deductions Based on Pay (every paycheck) Taxes Federal State OASDI (Social Security) Medicare Retirement Other UC Retirement Plan (UCRP) (was Defined Contribution Plan) 403B or 457B if % Deduction* (for example, 3% of every check) Union Dues / Fair Share * Employees elect 403B/457B as percentage (%) amount or flat amount Return to Bi-weekly Pay Cycle Details 11
12 Flat Dollar Amount Deductions Flat Deductions Taken Twice Per Month (24 paychecks) Insurance Retirement Other Health Insurance Life & Dependent Life Accidental Death & Dismemberment Supplemental Disability Health Care/Dependent Care 403B or 457B if Flat Deduction* (for example, $100/month) Legal Insurance California Casualty Scholarshare Loans Credit Union & 403(b) loans Transit and Parking, etc. Garnishments Return to Bi-weekly Pay Cycle Details 12
13 What are deduction holidays? A deduction holiday occurs when 3 bi-weekly pay periods end within the same calendar month. 26 bi-weekly paydays in most years Flat dollar deductions divided across 24 paychecks Typically 2 deduction holiday paydays per year Return to Bi-weekly Pay Cycle Details 13
14 Vacation/sick leave accrual changes Vacation and sick leave accruals processed every 4 weeks (2 bi-weekly pay periods) using factors There are 160 hours per 4-week accrual period The number of hours accrued per 4-week cycle will be standard. 14
15 Vacation and sick leave factors Years of Qualifying Service Per Hour on Pay Status* Approximate Yearly Earning** Maximum Accumulated Balance Less than days 240 hours 10 but less than days 288 hours 15 but less than days 336 hours 20 or more days 384 hours *Hours on pay status, including paid holidays, but excluding all paid overtime hours. **Full time rate.
16 Vacation and sick leave example A full time employee with leave code A Monthly (table) Biweekly (factor) Vacation Sick Leave Accruals will be the same in a year because of 13 accrual cycles (26 pay periods) x 13 = 120 hours 16
17 When will bi-weekly pay begin? January 20, 2013: Bi-weekly pay cycle begins February 1, 2013: Last partial monthly paycheck covering January 1-19, 2013 February 13, 2013: First bi-weekly paycheck covering January 20 - February 2, 2013 February 27, 2013: Next regular bi-weekly paycheck covering February 3 February 16,
18 Paycheck for December Holiday Pay period ends Pay period begins Holiday 18
19 Paycheck for January 1-20 First bi-weekly paycheck for January 20-February 2 Holiday Next bi-weekly paycheck for February
20 Monthly Compared to Biweekly Employee Name: Patty Payroll Annual rate = $41,652 hourly rate = $19.95 BW Estimate reflects pay for 80 hours* (80 x = $1596) NOTE: Over the course of the year, you will be paid the same gross Monthly ESTIMATE Pay Period: Sep-01 to Sep-30 Check Date: Oct-01 Gross Pay: $3, Deductions: HLTH NET HMO $72.91 PARKING PTX $70.00 UCRP $ MEDICARE $48.26 OASDI $ TD 403B FLAT $ FEDERAL TAX $ CA STATE $ SUPPL LIFE $4.54 DEP LIFE INSUR $3.78 AD&D INSUR $7.20 SUPPL DIS $30.54 ARAG LEGAL $13.78 CX FAIR SH $16.49 Net Pay: $2, BW ESTIMATE Pay Period: Sep-01 to Sep-14 Check Date: Sep-25 Gross Pay: $1,596.00* Deductions: HLTH NET HMO $ PARKING PTX $ UCRP $ MEDICARE $ OASDI $ TD 403B FLAT $ FEDERAL TAX $ CA STATE $ SUPPL LIFE $ 2.27 DEP LIFE INSUR $ 1.89 AD&D INSUR $ 3.60 SUPPL DIS $ ARAG LEGAL $ 6.89 CX FAIR SH $ 7.98 Net Pay: $1, BW ESTIMATE Pay Period: Sep-15 to Sep-28 Check Date: Oct-09 Gross Pay: $1,596.00* Deductions: HLTH NET HMO $ PARKING PTX $ UCRP $ MEDICARE $ OASDI $ TD 403B FLAT $ FEDERAL TAX $ CA STATE $ SUPPL LIFE $ 2.27 DEP LIFE INSUR $ 1.89 AD&D INSUR $ 3.60 SUPPL DIS $ ARAG LEGAL $ 6.89 CX FAIR SH $ 7.98 Net Pay: $1,029.55
21 Bi-weekly Pay Conversion Overview PREPARATION 21
22 What can I do to prepare? Change in pay date frequency means change in cash flow Cash flow is about timing and amount of money coming into your bank account and timing and amount of money flowing out of your account Start reviewing your monthly expenses and the timing of your payments Determine changes needed to payment due dates 22
23 Tools to help you prepare If you do NOT have access to the Internet, please ask your supervisor to assist you in printing out available materials 23
24 Tools to help you prepare Interested in a budget workshop? If you are interested in participating in a budget workshop to help you with this transition, please add your name to the sign-up sheet. 24
25 Bi-weekly Pay Conversion Overview TRANSITION ASSISTANCE 25
26 Transition assistance programs Vacation/CTO cash-out program Short-term (no interest) loan program NOTE: Participation by exclusively represented employees is subject to the collective bargaining requirements of the Higher Education Employer-Employee Relations Act (HEERA). At this time (effective date 11/6/2012), all affected nonrepresented, UPTE, AFSCME, CUE-IBT and FUPOA employees who meet the requirements of the UCR transition assistance programs may participate. 26
27 Vacation/CTO cash-out details What is it & Who is Eligible? Cash out of vacation leave/compensatory time (CTO) for any career, non-probationary, non-exempt employee who is converting from monthly to the bi-weekly pay schedule and who meets the following criteria: Appointment at 50% Active employment status Sufficient Accrued Vacation/CTO available When can I submit my request for a vacation cash-out? How many requests can be made? Anytime from December 3, January 11, 2013 One per person How is the request made? Complete the Transition Assistance Program Application Form Option A Submit the signed form to Payroll (via ucrpayroll@ucr.edu or hardcopy) by 5:00 pm on January 11, 2013 When is the money received? With the last monthly paycheck February 1, 2013 Terms The amount of vacation/cto hours paid out will be deducted from accrued leave banks 27
28 Short-term (no interest) loan details What is it & Who is Eligible? One-time, short-term, interest free loan from the University. Any career, non-probationary, nonexempt employee who is converting from monthly to the bi-weekly pay schedule and who meets the following criteria: Appointment at 50% Active employment status What are the loan limits? Minimum = $500, Maximum = $1,000 How many requests can be submitted? One request per person during the program period When can I submit my request? Anytime from December 3, January 11, 2013 When is the money received? With the last monthly paycheck Feb. 1, 2013 No deductions or taxes will be taken 28
29 Short-term (no interest) loan (continued) How do I request the loan? Complete the Transition Assistance Program Application Form Option B Complete the required UCR Short-term (no interest) Loan Promissory Note form Submit both signed forms to Payroll (via ucrpayroll@ucr.edu or hardcopy) by 5:00 pm on January 11, 2013 Payroll Services will review your application to ensure that you meet the eligibility criteria list above and will verify that you have completed, signed and submitted the required promissory note What are the terms of repayment? Repayment through payroll deduction: 1/12 each payday First repayment will be deducted from February 27, 2013 paycheck Entire loan balance must be repaid by August 14, 2013 If separated from the University before the loan is repaid, the balance will be deducted from your final paycheck 29
30 Bi-weekly Pay Conversion Overview SUMMARY 30
31 Summary Review the information available and be familiar with dates for the transition Revisit your budget and monthly expenses Revise your payment due dates if needed Request assistance if needed 31
32 Key bi-weekly pay conversion dates Dec 3, 2012 Jan 11, 2013 Feb 1, 2013 Feb 13, 2013 Feb 27, 2013 Aug 14, st day to request transition assistance Date request for transition assistance must be in Payroll Last monthly paycheck (includes vacation cash-out and/or loan, if requested) 1st bi-weekly paycheck First loan repayment deducted from paycheck Loan payment deductions end 32
33 Website: help: 33
34 Bi-weekly Pay Conversion Overview QUESTIONS? 34
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