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Department Administration & PPS

TrainingWinter 2012

Biweekly Pay Conversion

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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

Topics

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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

Biweekly Basics

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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

Biweekly paycheck deductions

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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/

Who’s moving to biweekly pay?

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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

Who’s remaining on monthly pay?

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Sunday, January 20, 2013

When will the first biweekly cycle begin?

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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 mid-January 2013 First biweekly cycle can then begin on January 20th

along with other biweekly employees

Student/Limited Pay Cycle Transition

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Paycheck TransitionPaycheck Date Paycheck Pay Period

January 2, 2013

Last full monthly paycheck

December 1 - 31, 2012

February 1, 2013

Last partial monthly paycheck(Full flat-rate deductions)

January 1 - 19, 2013 (14 work days)

February 13, 2013

First biweekly check(Flat-rate deductions split in half)

January 20 - February 2, 2013(10 work days)

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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

Transition Assistance Program (TAP)

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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”

TAP Administration

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Deep Breath

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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

Time Reporting Cycles

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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

Biweekly Time Reporting Process

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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

Biweekly Time Reporting Process

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Biweekly Time Reporting Schedule

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“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

Monthly Time Reporting Process

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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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• 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

Biweekly Timecard “Front” Record SAMPLE

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•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

Biweekly Timecard “Back” Attendance Summary

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•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

Biweekly Timecard “Back” Summary SAMPLE

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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

Biweekly Timekeeping - KRONOS

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Both Timecards and KRONOS – same as before Exempts only Leave taken to be recorded in full days

Monthly Timekeeping

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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

Paid Leave (Vacation & Sick)

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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

Reporting Paid Leave

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Accruals are credited on the first day of the following quadri-weekly-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

Leave Accrual – Biweekly

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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)

Vacation

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

Sick Leave

All 8 .046154 7.384640 7.38

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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

Leave Reporting – Biweekly

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“B2” Leave Reporting - IDTC

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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

Leave Accrual – Monthly

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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

Vacation

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

Sick Leave

0.046154 7.38|4640 7.75|3872 8.12|3104 8.49|2336

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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

Leave Reporting – Monthly

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PYLV Leave Reporting – Monthly

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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

Deep Breath

Hang in there!

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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/

PPS EDB Conversion

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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)

PPS EDB Conversion

IAPP Biweekly Sample

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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

PPS EDB Conversion

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IAPP By Agreement Example (SDG)

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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

PPS EDB Conversion

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Non-Exempt Staff Employee: Biweekly 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

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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.) Rate code: H (Hourly) Pay Schedule code: MO (Monthly) Time Reporting code: Z (Positive time reporting) Rate: Hourly Rate

PPS EDB Entries Going Forward

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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) Worked 72 hours Report 72.0 hrs REG (hours actually worked) + Report 8.0 hrs LNS = 72 hours paid for time actually worked

Leaves without Pay - Biweekly

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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) 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

ERIT – Biweekly

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Biweekly Pay Websitewww.pmo.ucsb.edu/projects/biweekly-pay-overview

Payroll Departmenthttp://www.bfs.ucsb.edu/payroll/welcome

Data Warehousehttp://wh.isc.ucsb.edu/

D-list Campus Announcements PPS Listserv Notices

Resources

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Coni Edick – Human Resources……..EDB Conversion, Timecardsconi.edick@hr.ucsb.edu, X3197

Jo Ann Stark – Payroll………....Payroll Transactions & Schedulesjoann.stark@accounting.ucsb.edu, X2219

Danielly Andrade – Payroll………………….…..Leave Reportingdanielly.andrade@accounting.ucsb.edu, X3085

Sunny Reiner………………………….…………………KRONOSAdministrative Residential Information Technology (ARIT)sreiner@housing.ucsb.edu, X7393

Contacts

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Thank you for

attending