University Human Resources

Moving from Biweekly to Monthly Payroll

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Moving from Biweekly to Monthly Payroll

Transitioning from biweekly to monthly payroll is an important change that affects how and when you are paid, how benefits are deducted and how you manage time off. This change typically occurs when a position moves from non-exempt (hourly) to exempt (salaried) status.

What Will Change

When you move to monthly payroll:

  • You will be paid once per month, on the last business day
  • You will receive a salary instead of an hourly wage
  • You will no longer be eligible for overtime
  • Vacation and sick time will be converted from hours to days
  • Time off will be requested in days, not hours
  • Vacation and sick time requests will not require approval tied to payroll deadlines
  • Health, dental and life insurance contributions will be deducted over 12 pay periods instead of 24

What You Need to Do

To ensure a smooth transition:

  • Cancel any future-dated time-off requests submitted in hours and resubmit them in days after your transition
  • Review your direct deposit setup, especially if your pay is split across multiple accounts
  • Check any automatic bill payments to confirm they align with your new monthly pay schedule

Pay Cycle

Exempt employees are paid on a monthly salary basis. For more information, refer to the Exempt Staff and Non-Exempt Staff Pay policies.

  • Your final biweekly paycheck will include all hours worked up to your transition date, along with regular biweekly benefit deductions
  • Your first monthly paycheck will be issued on the last business day of the month and will include all days worked since your transition
  • If your transition occurs mid-month, your benefit deductions will be adjusted to account for amounts already deducted earlier that month
  • Ongoing deductions (e.g., health, dental, life insurance, retirement contributions, flexible spending, garnishments, parking, loan payments, Faculty Club dues and charitable contributions) will shift to a monthly schedule (12 pay periods)

Direct Deposit Note:

  • If you allocate your pay by percentage, those percentages will remain the same
  • If you allocate by fixed dollar amounts, review and adjust as needed to reflect your new monthly pay

Benefits

  • If you were hired after March 1, 2001, your retirement benefits will not change
  • If you were hired before March 1, 2001, contact the Benefits Office for guidance

Time Off Accruals

  • If you have fewer than two years of service, your vacation and sick accrual rates will change
  • If you have more than two years of service, your overall benefit will remain the same
  • In all cases, balances in Workday will be converted from hours to days by the Workday Absence Partner in your unit
  • Going forward, time off will be accrued monthly in days