University Human Resources
Moving from Monthly to Biweekly Payroll
What Will Change
- Paid bi-weekly
- Hourly rate instead of salary
- Paid for all hours worked in the pay periods worked
- Eligible for overtime if working over 40 hours in a workweek
- Vacation and sick accruals converted from days to hours
- Time off requested in hours not days
- Time off requested (vacation and sick) needs approval prior to payroll deadlines
- Health, dental, and life insurance contributions deducted over 24 pay periods instead of 12
What You Need to Do
- Review Time Tracking job aids in Workday Learning
- Ensure future-dated time off requests in days are canceled and resubmitted in hours
- Report hours weekly in Workday Time Tracking
- Review direct deposit information if paycheck is deposited into multiple accounts
- Become familiar with the bi-weekly payroll dates
- Review personal automatic bill payments to determine if changes need to be made
Pay Cycle
- Non-exempt employees are paid an hourly rate for all hours worked, including work done outside of core business hours, on a bi-weekly pay cycle. All non-exempt staff who work in excess of 40 hours in a workweek are eligible for overtime pay. Non-exempt staff are responsible for entering hours worked each week into Workday Time Tracking. For further details on how non-exempt staff are paid, please refer to the Exempt and Non-Exempt Staff Pay policies.
- Your last monthly paycheck (payable on the last business of the month) will include your pay for the days worked during that month. Your monthly benefit and other deductions will be withheld and will not be prorated.
- You will receive your bi-weekly paychecks the Friday after the pay period end date. Review the biweekly pay deadlines and pay dates here to determine when you will receive your first bi-weekly paycheck.
- Your deductions will change from monthly to bi-weekly beginning with your first bi-weekly paycheck. Health, dental, and life insurance contributions will be deducted over 24 pay periods. In the months where there are three pay periods, these deductions will not be taken from your third paycheck. All other deductions (e.g. retirement plan contributions, flexible spending amounts, garnishments, parking cost, loan payments, Faculty Club dues, BROWN GIVES donations) will be deducted over 26 pay periods.
- Since this deduction was set up based on an annual amount taken out of 12 paychecks, this amount will be adjusted for the bi-weekly pay frequency. For example, if you made a $120 donation for the campaign year, your deduction will be changed from $10 per month to $4.61 per bi-weekly paycheck.
- If your direct deposit is set up so that percentages of your pay are deposited into multiple accounts, the same percentages will be applied to your new bi-weekly pay. If your direct deposit is set up so that flat dollar amounts are deposited into multiple accounts, you should review these amounts to determine if changes need to be made.
Benefits
- If you were hired after March 1, 2001, your retirement benefits will not change when your position changes from exempt to non-exempt status. If you were hired before March 1, 2001, please contact the Benefits Office for more information.
- If you have fewer than two years of service, your vacation and sick accruals will change. If you have more than two years of service, your vacation and sick time benefit will not change. In either situation, your vacation and sick balances in Workday will be converted from days to hours by the Workday Absence Partner in your department. Going forward, your vacation and sick time will be accrued in hours each bi-weekly pay period.
- Work with your manager to cancel the original request in Workday, and re-submit the request in Workday after the effective date of your move to the bi-weekly pay cycle.
Time Tracking
- You will input and submit your time worked in Workday using the Time worklet on Your Home Landing Page. Non-exempt employees must enter time every Friday by 5 p.m. in order to be paid; Managers and/or Timekeepers need to approve time by Monday at 11 a.m. For further details on entering time in Workday, refer to the Entering Time Worked, Time Types, and Enter Time Type Options job aids in Workday Learning.
- Vacation and sick time must be submitted and approved prior to the payroll deadline in order to be paid for this time.