When you move to biweekly payroll:

• You will be paid every two weeks
• You will receive an hourly rate instead of a salary
• You will be paid for all hours worked during each pay period
• You will be eligible for overtime for hours worked over 40 in a workweek
• Vacation and sick time will be converted from days to hours
• Time off will be requested in hours, not days
• Vacation and sick time must be submitted and approved before payroll deadlines
• Health, dental and life insurance contributions will be deducted over 24 pay periods instead of 12

To prepare for your transition:

• Review Time Tracking job aids in Workday Learning
• Cancel any future-dated time-off requests submitted in days and resubmit them in hours after your transition
• Begin reporting hours worked weekly in Workday Time Tracking
• Review your direct deposit setup, especially if your pay is split across accounts
• Familiarize yourself with the biweekly payroll schedule and deadlines
• Review any automatic bill payments to ensure they align with your new pay frequency

Non-exempt employees are paid on a biweekly basis for all hours worked. For further details on how non-exempt staff are paid, please refer to the Exempt Staff and Non-Exempt Staff Pay policies.

• You must enter your time worked each week in Workday
• Employees who work more than 40 hours in a workweek are eligible for overtime pay
• Your final monthly paycheck (paid on the last business day of the month) will include all days worked during that month; deductions will not be prorated
• Your first biweekly paycheck will be issued on the Friday following the end of your first biweekly pay period

Deductions:

• Benefit contributions (health, dental, life insurance) will shift to 24 pay periods
• In months with three pay periods, these benefit deductions will not be taken from the third paycheck
• Other deductions (retirement, flexible spending, garnishments, parking, loan payments, Faculty Club dues and charitable contributions) will be spread across 26 pay periods

Example Adjustment:

If a deduction was previously spread across 12 monthly paychecks (e.g., a $120 annual contribution), it will be recalculated for biweekly payroll (e.g., approximately $4.61 per paycheck).

Direct Deposit Note:

• Percentage-based allocations will remain the same
• Fixed dollar allocations should be reviewed and adjusted if needed

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

Time Off Accruals:

• If you have fewer than two years of service, accrual rates will change
• If you have more than two years of service, vacation and sick time benefits remain the same
• All balances in Workday will be converted from days to hours by the Workday Absence Partner in your unit
• Going forward, time off will be accrued in hours each biweekly pay period

Time-Off Transition Guidance:

• Work with your manager to cancel existing time-off requests submitted in days
• After your transition, resubmit requests in hours in Workday
• Ensure vacation and sick time is submitted and approved before payroll deadlines to be paid

As a non-exempt employee, you are responsible for accurately recording your time:

• Enter time using the Time worklet in Workday
• Submit your time each Friday by 5:00 p.m.
• Managers and/or timekeepers must approve time by Monday at 11:00 a.m.

Timely submission and approval are required to ensure accurate and on-time pay, including for vacation and sick time.

For detailed guidance, refer to Workday Learning resources such as:

• Enter Time Worked
• Time Types
• Enter Time Type Options