University of California, Berkeley
Non-Exempts to a Biweekly Pay cycle
Controllers Office, Central Payroll
Last Updated 12/10/12
Overview
 Introduction
 Payroll Deductions
 Moving Forward
 Staying Informed
 Transition Assistance Program
 Financial Preparation
 Additional Questions
Biweekly Pay Conversion
 UC Berkeley will transition approximately 10,500 non-
exempt employees from the Monthly (MO), Monthly
Arrears (MA), and the Semi-Monthly (SM) pay cycles.
 After conversion, all exempt employees will be on the
MO pay cycle and all non-exempt employees will be on
the BW pay cycle
Why change to Biweekly
 Berkeley’s transition to a biweekly pay cycle is to
comply with recent decisions at the UC Office of the
President to implement a single payroll system across
all ten campuses and five medical centers. In addition,
standardizing pay cycles prepares Berkeley for the
move of timekeeping processes to Campus Shared
Services, improving the quality and efficiency.
Who will convert to Biweekly Pay?
Non-exempt Employees
 Employees currently paid on the 1st , 8th, and/or 23rd
 Eligible for overtime, shift, and on-call pay
 Report time worked as well as sick, vacation, comptime, and other leave to the nearest quarter hour
Others Impacted by this change
Exempt employees
 Currently paid on the 8th of the month
 Not eligible for over-time
• Reports leave in whole day increments
Will be converted to a monthly cycle and be paid on the
1st of the month
Benefits of a Biweekly Pay Cycle
 Employees will receive overtime pay more frequently
 Employees will be paid every other week
 Will eliminate the need for timekeepers to project
employee time each pay period
 Pay cycles will be standardized across the UC system
UCB Pay Cycle Comparison
Monthly
Semi-Monthly
Biweekly Pay Cycle
Pay Period
1-31
1-15
16-31
12:01 a.m. Sunday to midnight
Saturday
Two-week intervals
Paychecks Per
Year
12
24
Minimum of 26 and maximum of 27
Paycheck
Date
1st (MO) or 8th
(MA)
8th and 23rd
Second Wednesday following the
close of the pay period except if
second Wednesday is a holiday, then
payday is the first working day prior
to the holiday except for the New
Years holiday for which the pay date
will always be the first banking day
after January 1st.
Employees in
Pay cycle
Non-Exempt or
Exempt, positive
pay or exception
employees, on
variable/fixed
schedules and on
call shifts.
Non-exempt,
positive pay
employees, on
variable/fixed
schedules and on
call shifts.
Non-exempt, positive pay employees,
on variable/fixed schedules and on
call shifts.
Typical Monthly Pay Cycle
 Pay Period = 1st to last day of the month
 Standard pay date is 1st or 8th
 Receive monthly earnings on the 1st or the 8th of the
following month (i.e. January earnings paid on Feb. 1st or
8th)
 12 paychecks per year
Typical Semi-Monthly Pay Cycle
1/1-1/15 paid 1/23
1/16-1/31 paid 2/8
2/1-2/15 paid 2/22
2/16-2/28 paid 3/8
3/1-3/15 paid 3/22
3/16-3/31 paid 4/8
 Pay Period = 1-15 and 16-last day of month
 Standard pay date 23rd and 8th
(unless pay day falls on a weekend, the pay day will be the proceeding Friday)
January earnings paid on Jan. 23rd and Feb. 8th

 24 paychecks per year
*PPS = Pay Period Start, PPE = Pay Period End*
Typical Biweekly Pay Cycle
1/6-1/19 paid 1/30
1/20-2/2 paid 2/13
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
2/3-2/16 paid 2/27
2/17-3/2 paid 3/13
3/3-3/16 paid 3/27
3/17-3/30 paid 4/10
Pay Period = Sunday to Saturday, 2 week period
Standard pay date is every other Wednesday
Overtime is included in each pay check
26 paychecks per year (maximum of 27)
80 hours per pay period
*PPS = Pay Period Start, PPE = Pay Period End*
2013
Biweekly
Calendar
Hourly Pay Rate
All non-exempt employees on a biweekly pay cycle will have
an hourly pay rate.
 Take your annual rate divided by 2088 to determine your
hourly rate
$39,000/2088*=$18.68
OR
 Take your monthly rate and divide by 174
$3250/174=$18.68
*2088=174 x 12
Percentage and flat rate deductions
Benefits Deductions
 Health and welfare deductions will be split between
two biweekly checks (1/2 on each biweekly check).
 Fixed flat amount deductions such as parking, union
dues, etc. will be split between two biweekly checks
(1/2 on each biweekly check).
 Percentage amount deductions such as 403(b) and
457(b) plans, garnishments, etc. will be deducted from
every biweekly paycheck
Deduction Holidays
 There are two times a year when flat dollar deductions are
not deducted from your paycheck. These paydays are
referred to as deduction holidays
 A deduction holiday occurs when three biweekly pay
period end dates fall within the same month
 The deduction holidays in 2013 will be April 10th and
September 11th. They can be identified on the Biweekly
payroll calendar by the bold black square surrounding the
date. The biweekly payroll calendar is available at
http://controller.berkeley.edu/payroll/biweekly/document
s/UCBBiweeklyPayrollCalendar2013.pdf
Benefit Deduction Comparison
Current Process (Benefits are deducted once per month)
Pay Cycle
Pay Date
Benefits Paid
MO
2/1
February
MA
2/8
February
SM
2/8
February
After Conversion Process (Benefits are deducted twice per month)
BW
2/13
Split between the first two biweekly checks
in the month (1/2 on each biweekly check).
Example of deduction process is displayed above
½ March Premium
Reviewing Deductions by Paycheck
Monthly Compared to Biweekly
Reviewing Deductions by Paycheck
Semi-Monthly Compared to Biweekly
How does this impact me?
Non Exempt Employee View
 Will be paid more frequently
 Will consistently have an 80 hour pay period
 Will pay ½ my monthly benefit premium on the first two




checks of the month
Will receive overtime more timely
If I am currently receiving a monthly pay rate, I will be
converted to an hourly pay rate
Will report time more frequently
Will receive vacation accrual based on a factor accrual rate
Department View
What will change?
 HCM Appointments will be converted and need to be
validated by departments
 Information in Payroll and Personnel System (PPS)
 Time Reporting deadlines and corresponding pay
dates
 Employees FLSA status will determine whether they
are on a Biweekly or Monthly pay cycle
 Non-Exempt employees will be on a factor accrual rate
 Payroll Expense Distribution PPP5302 report
Getting ready for the Biweekly Conversion
What should an employee do to
prepare for the change?
 Start early and plan ahead
 Review your personal budget situation and determine your
income needs based on the new Biweekly pay schedule.
 Review your current tax withholding elections and make
any necessary changes especially additional tax
withholding amounts.
 Request that creditors/lenders/financial institutions adjust
your automatic withdrawal or bill-pay dates to align with
your new pay schedule.
What Financial tools will help me
plan?
 Biweekly Conversion Calculator (see the Biweekly
website)
 Biweekly Pay Planner (see the Biweekly website)
 Analyze your Cash Flow (see the following example)
Analyze your Annual Cash Flow
 Employees will receive pay more frequently however
the check amount will be less.
 Employees will receive 26* biweekly paychecks in a
year (currently receiving 12 paychecks in a year)
 10 months per year employees will receive 2 paychecks
per month
 2 months per year employees will receive 3 paychecks
per month
*maximum of 27 pay cycles in a year
Vacation & Comp-Time Payout and No Interest Loan
Transition and Loan Assistance
Program
 Employees that meet certain eligibility requirements will




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have the option of a no interest loan and/or vacation/comp
time accrual cash out
Loan: minimum of $100 and a maximum of $1000
Vacation/Comp Time Payout: Up to 80 hours
Application forms must be submitted during the program
request period (to be announced)
Human Resources will review and approve applications
Central Payroll will pay loan and/or vacation/comp time
on January 16, 2013.
VACATION/COMP TIME PAYOUT
Description
Cash out from employee’s existing accrued vacation and/or compensatory time
Who is Eligible?
Any non-exempt career, contract, limited and per diem employee converting to
biweekly and meets the following criteria:
- Employee appointment ≥ 50%
- Employment status of “Active”
- Hired prior to a date to be determined
- Employee has existing accrued vacation/comp time
How much
Up to 80 hours (hours are subject to verification of actual vacation/comp time
employee has accrued)
Program
Request Period
Application period will be announced to campus
Terms of
Participation
Maximum of one request per eligible employee for a no interest loan and/or
vacation/comp time cash out during the program request period
Process
Employee must complete, sign and submit the Transition Assistance
Program application to Human.
Disbursement
Schedule
Vacation/comp time accrual cash-out will be paid on a date to be determined and
announced to campus.
Method of
Disbursement
Payment will be made by Central Payroll via employees current payment
option, e.g, direct deposit or paper check
NO INTEREST LOAN
Description
Short-term, no interest loan from the University through a newly created Transition Assistance Program
Who is Eligible?
Any non-exempt career, contract, limited and per diem employee converting to biweekly and meets the
following criteria:
- Employee appointment ≥ 50%
- Employment status of “Active”
- No known separation by TBD
- Hired prior to a date to be determined
How much
Minimum: $100
Maximum: $1,000
Program Request
Period
Application period will be announced to campus
Terms of
Participation
Maximum of one request per eligible employee for a no interest loan and/or vacation /comp time cash out
during the program request period
Process
Employee must complete, sign and submit the Transition Assistance Program application to Human
Resources by close of business day on 12/7/12.
Disbursement
Schedule
Target disbursement date will on a date to be determined an announced to campus.
Terms of
Repayment
• Via payroll deduction
• First installment repayment will be deducted from biweekly pay.
• Paid in equal installments per biweekly pay cycle. Entire loan balance must be repaid by a date to be
determined. This deduction is not taken on the payday corresponding to a third biweekly pay period
end date in a month, aka “deduction holiday.”
• Repayment formula: Loan amount/12 biweekly pay cycles = amount per biweekly pay day
Method of
Disbursement
Paid on employees check scheduled for a date to be determined.
Must follow employee’s current payment option, e.g, direct deposit or paper check
Planning your Transition
 Contact financial institutions, lenders, banks, etc. and
request to:
 Move bill due dates to later in the month
 Pay half in early February and half in later February
 Use the Biweekly pay calculator located on the UCB Payroll
website to assist you in estimating what your biweekly pay
will be
 Consider the Transition Assistance Program:
 No-interest loan (min of $100 up to a max of $1,000) and/or
 Cash out of up to 80 hours of leave from accrued vacation time
and/or accrued comp time
How to Prepare
 A variety of informational resources are available to
assist employees through this transition process.
 Biweekly information web page
 Biweekly Pay Quick Facts
 2013 Biweekly Pay Date Calendar
 Employee Checklist
 2013 Biweekly Pay Planner
 Biweekly Conversion Calculator
All information is available at
http://controller.berkeley.edu/payroll/biweekly/
CalTime Timekeeping
 CalTime is an automated timekeeping system using Kronos software.
It is an Operational Excellence project, sponsored by Human
Resources . The CalTime initiative is intended to improve and
standardize timekeeping across campus by consolidating it into a
single online tool
 The CalTime team has been working with department timekeepers and
key stakeholders to help them prepare for the changes in how
employees report their time and submit their timesheets. Additional
information on the many resources available to help all employees
prepare for the change to an automated system and standardized time
reporting is available at the http://caltime.berkeley.edu/
 CalTime will be available for non-exempt employees when we go to
biweekly pay
Additional Questions?
Please review the frequently asked questions and biweekly
toolkit by visiting the Central Payroll website at:
http://controller.berkeley.edu/payroll/biweekly/index.htm
You may also email biweekly@lists.berkeley.edu
For time reporting questions, please visit:
http://caltime.berkeley.edu/
You may also email caltimehelp@berkeley.edu