Meeting Summary: June 24, 2014
Biweekly Pay Cycle Demonstration
UW walked through draft visual calendars demonstrating the transition from the current semi-monthly pay cycle to a future biweekly pay cycle:
- Transition: The Biweekly Pay Cycle at a Glance summarizes semi-monthly paydays in 2015, biweekly paydays in 2016, and a brief transition pay period between the two cycles in December of 2015.
- Future State: The 2016-2017 Payroll Calendar details pertinent dates on a biweekly cycle in 2016 and 2017, including paydays, end of pay periods, and timesheet approval deadlines.
The Transition from Semi-monthly to Biweekly
UW emphasized the importance of ensuring a smooth transition from semi-monthly to biweekly pay cycles. UW outlined the following pertinent dates, noting that these dates may change depending on decisions made during the project design phase:
- Last Semi-Monthly Payday: Employees will receive their standard semi-monthly paycheck on December 24, covering the pay period of December 1-15, 2015.
- First Biweekly Payday: First pay date on the new cycle will be January 8, 2016, covering the period of December 20 through January 2.
- Bridging the Gap: Employees in a pay status between December 16 and 19 will be paid for these days via a “short” check, likely on December 29, 2015.
Smaller Paychecks more Frequently – A biweekly pay cycle is comprised of 26 pay periods instead of the current 24. Employees will receive the same annual take-home pay, just divided across more paychecks. In other words, shorter pay periods mean smaller individual paychecks that arrive more frequently.
Maintained Predictability – A biweekly pay cycle brings added consistency, as each pay period contains 14 days. While the amount per paycheck will be less than on the semi-monthly cycle, there is still predictability for bills and automatic payments: the first paycheck of the month will never come later than the 14th of the month, and second will never come later than the 28th of the month.
Timely Premiums – Though pay periods will be shorter, HR/P Modernization will also result in a shorter lag time from the end of a pay period to the corresponding payday. This means that premiums earned during a pay period will actually be paid on the subsequent pay date.
Individualized Examples – UW provided a Pay Cycle Transition Plan, using specific union-represented UW job classes as examples to demonstrate what the transition could look like for individual employees.
Questions that have arisen throughout these discussions can be found in the HR/P Labor Relations Frequently Asked Questions, and full details on the project are located on the HR/Payroll Modernizationwebsite. The next HR/P Labor Discussion is scheduled for July 8. Union participation and input in these meetings is strongly encouraged, and the University is providing paid release time for designated employees to attend.