Biweekly Pay Conversion
Department Administration
& PPS Training
Winter 2012
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Topics
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Biweekly Basics
2013 Pay Cycle Calendar
Pay Transition Period January-February 2013
Transition Assistance Program Administration
PPS Time Reporting Process & Schedule
Timekeeping (Timecards & KRONOS)
Leave Accrual and Reporting
PPS Conversion Implementation
Resources
Biweekly Basics
 A biweekly pay cycle consists of 10 working days (2 weeks),
Sunday through Saturday
 Paychecks are issued on the second Wednesday after the pay
period ends
 Employees receive pay every 2 weeks, on every other
Wednesday. Note that 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
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Biweekly paycheck deductions
 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 and September 11
 Refer to 2013 Biweekly Pay Calendar
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Who’s moving to biweekly pay?
Non-Exempt Staff Employees
 Currently monthly-paid staff employees who are eligible for
overtime, shift, on-call pay
 Hourly-paid staff employees who report actual time worked
 Examples: Student Assistant series, Limited appointments, etc.
 Data Warehouse Report
 EZ Access -> Employee -> Non-Exempt Appointments
 http://wh.isc.ucsb.edu/
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Who’s remaining on monthly pay?
 All Academic Employees
 Including Readers, Tutors and Teaching Assistants
 Exempt Staff Employees
 Currently monthly-paid staff employees who are NOT eligible for
overtime, shift, on-call pay
 Employees holding concurrent exempt and non-exempt
appointments
 Special cases may be biweekly, not monthly
 HR and/or AP to make determination
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When will the first biweekly cycle
begin?
Sunday, January 20, 2013
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Student/Limited Pay Cycle Transition
 Currently on mid-month to mid-month monthly cycles
 Final monthly cycle should be extended through January 19th
by the department (if not already set up on a 20th-19th
schedule)
 To reflect time worked from mid-December 2012 through midJanuary 2013
 First biweekly cycle can then begin on January 20th along with
other biweekly employees
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Paycheck Transition
Paycheck Date
Paycheck
Pay Period
January 2, 2013
Last full monthly
paycheck
December 1 - 31,
2012
February 1, 2013
Last partial monthly
January 1 - 19, 2013
paycheck
(14 work days)
(Full flat-rate deductions)
First biweekly check
January 20 February 13, 2013 (Flat-rate deductions split February 2, 2013
in half)
(10 work days)
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Transition Assistance Program (TAP)
 Voluntary program to provide extra cash on the February 1st
paycheck (deadline to apply: 1/10/13)
 Loan
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$100 - $1,000 interest-free loan
Repaid through paycheck deductions
First repayment on March 13th paycheck
Total 12 biweekly deductions, through August 2013
Employee has option to prepay remaining balance at any time
If employee separates from University during repayment period,
remaining loan balance is due and payable from final paycheck
 Vacation/Comp Time Cashout
 Cash out up to 80 hours of accrued vacation and/or comp time
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TAP Administration
 Loan
 Loan payment and repayment payroll deductions will be fully
processed through Payroll and Human Resources departments
 Vacation Cashout
 Cash payout and PPS vacation balance adjustment will be
processed through Payroll and Human Resources departments
 Departments need to adjust vacation balance on employee’s
timecard or KRONOS
 Comp Time Cashout
 Cash payout/PPS comp time balance adjustment
needs to be done by departments
 To be paid on February 1st paycheck
 Use MO payroll window 1/10/13 – 1/24/13
 LX transaction using DOS code “CMP”
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Time Reporting Cycles
 BW = Biweekly
 Every 2 weeks
 MO = Monthly
 Once a month
 MS and MA will cease to exist
 Last MS paycheck January 22, 2013
 Window: 1/4/13 – 1/11/13
 Last MA paycheck February 7, 2013
 Window: 1/23/13 – 1/30/13
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Biweekly Time Reporting Process
 To be done for each biweekly cycle
 POSITIVE time reporting
 Time reporting will be done in hours
 For purposes of overtime calculation,
workweek is Sunday through Saturday
(no longer Monday through Sunday)
 Paper timecards – will need to enter time
via PPS IDTC
 KRONOS electronic timekeeping system
– will upload hours
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Biweekly Time Reporting Process
 Biweekly Payroll Cycle Names: “B1” and “B2”
 B1 + B2 = “quadriweekly” cycle
 Payroll windows are 2-3 working days after pay period end
 Generally opens Monday (Tuesday, if Monday is holiday)
 Closes on Wednesday
 Manual reporting (paper timecards) through PPS IDTC
 KRONOS will upload to PPS on Wednesdays at 11:00 a.m.
 This allows the afternoon for making corrections to file
 LX transactions generally available through Thursday 5:00 p.m.
 First Biweekly Pay Window starts Monday, February 4
 For biweekly pay period of January 20 – February 2
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Biweekly Time Reporting Schedule
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Monthly Time Reporting Process
 “Exception” Time Reporting – automatic (same as before)
 MO windows will be available for manual payroll (additional
pay, corrections, etc.) and leave reporting
 BW windows will not be available for payroll transactions for
monthly employees
 Remember that MA and MS cycles are going away
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Monthly Time Reporting Schedule
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Biweekly
Timecard “Front”
Attendance Record
• 8 biweekly/4 quadriweekly
cycles per card
• Record time in the same
manner as Non-Exempt
Monthly Attendance
Record
• Enter time worked in top
row boxes
• Enter paid leave, comp
time, etc. in bottom row
boxes
• Obtain signatures for each
biweekly cycle
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Biweekly
Timecard “Front”
Record SAMPLE
• Each two biweekly cycles
(“B1” and “B2”) are paired
to form quadriweekly
cycles
• Report time during each
biweekly payroll window
• Report leave usage for
quadriweekly cycle during
“B2” payroll window
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Biweekly
Timecard “Back”
Attendance Summary
•Top table is Quadriweekly
Summary (2 biweekly cycles)
for Vacation, Sick Leave and
Comp Time
•After leave accrual
calculation, truncate
result to 2 decimal places
(n.nn)
•Bottom table is Weekly
Summary for overtime
calculation
•Add straight & premium
OT/comp together for
Quadriweekly Summary
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Biweekly
Timecard “Back”
Summary SAMPLE
•Multiply quadriweekly hours
by vacation and sick leave
factors to calculate leave
accruals:
•Example “B” vacation accrual:
40 hours/week x 2 weeks =
80 per biweekly cycle
•80 hours/biweekly x 2 cycles =
160 quadriweekly hours
•160 x 0.069231 = 11.076960
•Truncate to 11.07
•Report leave usage during
“B2” payroll window
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Biweekly Timekeeping - KRONOS
 Non-exempt Career on KRONOS will begin to be paid from an
upload directly from their approved KRONOS timecards
 Students and Limiteds on KRONOS are already paid in this manner
 So pay will be based on what’s reported on KRONOS timecard
 Overtime will be included
 Time is simply reported as “time worked” and KRONOS will
calculate overtime per work rules based on the appropriate union
contact
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Monthly Timekeeping
 Both Timecards and KRONOS – same as before
 Exempts only
 Leave taken to be recorded in full days
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Paid Leave (Vacation & Sick)
 Transition from table to factor accrual
 Table: Earn vacation and sick leave in full hours
 Factor: Earn vacation and sick based on a multiplier
 Will apply to all Staff, both biweekly non-exempt and monthly
exempt employees (does not apply to Academic appts)
 Biweekly non-exempt
 Accrual based on hours of pay status during quadriweekly cycle (“B1”
+“B2” biweekly cycles)
 Monthly exempt
 Accrual based on hours of pay status during calendar month
 Working hours of calendar month vary, so leave accrual will also vary
each month
 Total accrual over calendar year is the same for table & factor methods
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Reporting Paid Leave
 Leave taken by biweekly employees will be reported once
every quadriweekly cycle (using “B2” cycle) via IDTC, or
through KRONOS upload
 Leave taken by monthly employees will be reported once a
month using PYLV roster, or through KRONOS upload
 PYLV roster is available for now, but will be discontinued
 Anticipated discontinuation when KRONOS is fully rolled out to
campus
 Stay tuned for future notices
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Leave Accrual – Biweekly
 Accruals are credited on the first day of the following quadriweekly-cycle
 The next “B1” cycle following a “B1 + B2” quadriweekly cycle
 How to live with 6-decimal accruals (for timecards)
 Use full factor to calculate accrual
 Sick leave accrual rate of .046154
 160 x .046154 = 7.384640
 Then truncate (don’t round) the result to 2 decimal places
 7.384640 = 7.38 on paper timecard
 “Biweekly Factor Accrual Calculations” chart
 Geared for 100% appointments
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Biweekly Factor Accrual Calculations
(@ 100% time)
Leave
Accrual
Code
Equivalent
Table
Hours per
Month
Factor
Accrual
Rate
Factor Hours Earned
for 1 Quadriweekly
Cycle
(160 hrs, @ 100%)
Factor Accrual Hours
Truncated to 2
Decimals
(Paper Timecards)
A
10
.057692
9.230720
9.23
B
12
.069231
11.076960
11.07
C
14
.080769
12.923040
12.92
D, K
16
.092308
14.769280
14.76
8
.046154
7.384640
7.38
Vacation
Sick Leave
All
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Leave Reporting – Biweekly
 How and when to report time taken
 Report time to the nearest ¼ hour
 Report time taken for the quadriweekly cycle (“B1” and “B2”
cycles) during the “B2” payroll window
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“B2” Leave Reporting - IDTC
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Leave Accrual – Monthly
 Accruals are credited on the first day of the following month
 Accruals will vary from month to month, but…
 The total accrual for a year using the factor method will come out
the same as the total accrual using the table method
 How to live with 6-decimal accruals
 Use full factor to calculate accrual
 Sick leave accrual rate of .046154
 0.046154 x 176-hour month = 8.123104
 Then truncate (don’t round) the result to 2 decimal places
 8.123104 = 8.12 on paper timecard
 “Monthly Factor Accrual Calculations” chart
 Geared for 100% appointments
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Monthly Factor Accrual Calculations
(at 100% time)
Factor Accrual
Rate
160-Hour
Month
168-Hour
Month
176-Hour
Month
184-Hour
Month
A: 0.057692
9.23|0720
9.69|2256
10.15|3792
10.61|5328
B: 0.069231
11.07|6960
11.63|0808
12.18|4656
12.73|8504
C: 0.080769
12.92|3040
13.56|9192
14.21|5344
14.86|1496
D/K: 0.092308
14.76|9280
15.50|7744
16.24|6208
16.98|4672
7.38|4640
7.75|3872
8.12|3104
8.49|2336
Vacation
Sick Leave
0.046154
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Leave Reporting – Monthly
 How and when to report time taken
 Use PYLV roster for reporting
 MO window of month following payroll period
 Report time in full day hours
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PYLV Leave Reporting – Monthly
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Deep Breath
 Paper timecards are an intermediate method until…
 KRONOS is installed in your department
 PPS will also be doing the math and tracking those extra
decimals
 Hang in there!
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PPS EDB Conversion
 Central system processing will convert non-exempt employees
to biweekly cycle, so…
 Department entry will not be needed, except for clean-up and
some special case edits afterwards
 Non-exempt “MO” & “MA” appointments will be converted
 New appointments and distributions will be created with:
 Rate code: H (Hourly)
 Pay Schedule code: BW (Biweekly)
 Time Reporting code: Z (Positive time reporting)
 Data Warehouse Report
 EZ Access -> Employee -> Biweekly One-Time Conversion Review
 http://wh.isc.ucsb.edu/
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PPS EDB Conversion
 An individual employee will be either on the monthly or
biweekly payroll schedule (never both)
 Mixed split appointments (exempt + non-exempt staff)
 Will be on monthly pay schedule
 Except for special cases, which will be biweekly (HR/AP to determine)
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IAPP Biweekly Sample
PPS EDB Conversion
 BYA’s and other “fixed” pay (ex: fixed shift diff “SDG”)
 Set up as a fixed biweekly flat amount in separate appointment
 Will have “B” (By Agreement) Rate code
 As opposed to “A” for Annual or “H” for Hourly rate
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IAPP By Agreement Example (SDG)
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PPS EDB Conversion
 System processing scheduled for mid-January, 2013
 Additional system processing to slightly round up some hourly
rates (about 1¢)
 Stay tuned for information on the conversion process through
PPS listserv notices
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PPS EDB Entries Going Forward
 Non-Exempt Staff Employee: Biweekly
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Rate code: H (Hourly)
Pay Schedule code: BW (Biweekly)
Time Reporting code: Z (Positive time reporting)
Rate: Hourly Rate (not monthly)
PPS EDB Entries Going Forward
 Academic and Exempt Staff Employee: Monthly
 “Fixed” Salary – Faculty, Career Staff
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Rate code: A (Annual)
Pay Schedule code: MO (Monthly)
Time Reporting code: R (Exception time reporting)
Rate: Monthly Rate
 Hourly – Academic Students (Readers, etc.)
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Rate code: H (Hourly)
Pay Schedule code: MO (Monthly)
Time Reporting code: Z (Positive time reporting)
Rate: Hourly Rate
Leaves without Pay - Biweekly
 Leave EDB Set-up for Biweekly Employee
 Continue to process LEAV bundle in PPS (as appropriate)
 ELVE – leave dates and leave type
 EAPP – Additional distribution for LNS
 Time Reporting for Career Employees (IDTC)
 Report LNS reduction in addition to REG
 Example: For a 8-hour LNS reduction during a biweekly pay
period of 80 hours (100% appt)
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Worked 72 hours
Report 72.0 hrs REG (hours actually worked) +
Report 8.0 hrs LNS
= 72 hours paid for time actually worked
ERIT – Biweekly
 ERIT EDB Set-up for Biweekly Employee
 Additional distribution for ERT
 Time Reporting (IDTC)
 Include ERT reduction along with full REG pay
 Example: For a 10% ERIT reduction during a
biweekly pay period of 80 hours (100% appt)
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Worked 72 hours
Report 80.0 hrs REG (full REG %) +
Report 8.0 hrs ERT (to be reduced from 80 REG)
= 72 hours paid for time actually worked, and
= 80 hours is maintained on record for calculating full
leave accruals
Resources
 Biweekly Pay Website
www.pmo.ucsb.edu/projects/biweekly-pay-overview
 Payroll Department
http://www.bfs.ucsb.edu/payroll/welcome
 Data Warehouse
http://wh.isc.ucsb.edu/
 D-list Campus Announcements
 PPS Listserv Notices
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Contacts
 Coni Edick – Human Resources……..EDB Conversion, Timecards
coni.edick@hr.ucsb.edu, X3197
 Jo Ann Stark – Payroll………....Payroll Transactions & Schedules
joann.stark@accounting.ucsb.edu, X2219
 Danielly Andrade – Payroll………………….…..Leave Reporting
danielly.andrade@accounting.ucsb.edu, X3085
 Sunny Reiner………………………….…………………KRONOS
Administrative Residential Information Technology (ARIT)
sreiner@housing.ucsb.edu, X7393
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