Biweekly Pay Conversion
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Transcript Biweekly Pay Conversion
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
$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
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
[email protected], X3197
Jo Ann Stark – Payroll………....Payroll Transactions & Schedules
[email protected], X2219
Danielly Andrade – Payroll………………….…..Leave Reporting
[email protected], X3085
Sunny Reiner………………………….…………………KRONOS
Administrative Residential Information Technology (ARIT)
[email protected], X7393
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