Human Resources  
Why is this happening?

Why is OCU making this change?

Financial Accounting Services and Human Resources have determined that the transition to biweekly pay will aid in compliance with state and federal payroll requirements, improve efficiency including overtime payment calculation, support FLSA requirements, and provide better pay records.

What is the advantage for me?

  • More paychecks (26 in most years, 27 in some years)
  • Pay will reflect actual time worked
  • Consistent pay days
  • Your vacation and sick leave balances will be current

When will the change to a biweekly pay schedule take effect?

The first biweekly pay period will begin April 16 and end April 25. The first scheduled biweekly paycheck will be deposited May 2. The April 16 pay period was selected to help minimize the financial impact to employees.

Can I choose not to go to the biweekly pay schedule?

No. All nonexempt employees will be making the switch to biweekly pay.

What do “nonexempt” and “exempt” mean?

  • Nonexempt employees are eligible for overtime under the Fair labor Standards Act (FLSA) and record their actual time worked.
  • Exempt employees are not eligible for overtime.
  • All employees currently paid on the semi-monthly payroll are non-exempt (or hourly) employees.

What are the biweekly paydays?

A biweekly pay date calendar is located on the conversion website as well as HR’s and FAS’s Starnet pages.

How will this change affect me?

How will I report time?

The transition to biweekly pay requires that all non-exempt employees report hours worked to ensure accurate paychecks. HR/Payroll will have open hours for employees to learn more about the changes to reporting time prior to the first biweekly pay period.

Why do nonexempt employees report time?

FLSA regulations require nonexempt employees to track their hours worked so they can be paid overtime for work in excess of 40 hours per week. To ensure that the university meets these regulations, nonexempt employees report their actual time worked each day.

How many biweekly paychecks will I get?

You will receive a minimum of 26 and a maximum of 27 paychecks in a year.

What should I do to prepare for the change?

Please review your current budgeting, cash flow and bill payment needs. In preparation for the conversion, we suggest that you request that creditors adjust your automatic withdrawal or bill-pay dates to align with your new pay schedule.

What if I have reviewed my situation and find that I will be unable to meet my financial obligations during the transition?

Currently, non-exempt employees are paid for 86.67 hours of work each semi-monthly pay period. The new biweekly pay period begins on April 16 and ends on April 25, covering approximately 64 hours of work to be paid on May 2. For most employees, this will result in a smaller than usual paycheck. The university is aware of the inconvenience this may cause and is pleased to announce that all non-exempt employees will receive a one-time payment to assist with this transition. Additional information will be shared in the coming weeks.

Will I need to make any changes to my direct deposit?

No. Paychecks will continue to deposit to the account(s) on file.

What if I pay some of my bills through automatic bill pay?

If you have automatic bill pay set up for any regular expenses, such as mortgage payments, student loan payments or car payments, we suggest that you work directly with your financial institution(s) to change payment dates as needed.

What about benefits and deductions?

What happens to my benefit and payroll deductions?

Most benefit and payroll deductions will continue to be deducted twice monthly. Deductions are either fixed amounts (e.g. $100) or a percentage of earnings (e.g. 5%). All benefit and payroll deductions aside from retirement contributions and garnishments are fixed amounts. In the case of a month with three paychecks, fixed benefit deductions will be withheld from the first two paychecks only. Percentage based deductions will be deducted from every check.

Will the change in pay frequency affect my sick and vacation accruals?

No, you will receive the same amount of vacation and sick leave, however, the accrual schedule will be adjusted to the biweekly pay cycle.

Will I need to make any changes to my taxes or withholdings?

We will continue to withhold taxes according to the most recent W-4 on record for each employee. Employees withholding additional amounts each semi-monthly pay period should contact HR/Payroll to complete a new W-2 to be effective April 16 with additional amounts that reflect the biweekly pay cycle.

Timekeeping Changes

What’s changing?

The way non-exempt employees record time worked and leave taken is changing to a clock in/clock out system that requires employees to login to their time sheet each day worked to record time worked when work begins, lunch is taken, and when work ends. This will be accessed through the same system (Banner) that we are currently using, however, we will now be using the next step up in functionality.

What is the clock in/out method of timekeeping?

Non-exempt employees will use the clock in/out feature available in Banner self-service to create daily records of work and leave. Employees are responsible for accurately keeping and reporting time. This will require more frequent and detailed time keeping than under the current semi-monthly system, and thus result in more accuracy and efficiency.

What is the benefit of this change for the employee and university?

• Work and leave time are tracked and paid more accurately, consistently, and fairly for non-exempt employees in streamlined compliance with labor laws and university policies.
• A time clock system offers greater accuracy in tracking hours worked, additional hours worked, and overtime.
• A time clock system allows employees to streamline their time reporting process by recording hours in real time rather than spending time at the end of each pay period to recollect hours worked and leave taken.
• A standardized timekeeping solution will improve administrative processes and provide more consistent levels of service.
• This change is a part of a larger set of operational changes in which we can participate in order to help the university manage administrative costs and improve organizational efficiency to develop resources to enhance employee pay and benefits among other priorities.

Will the change to clock in/clock out require additional training?

Training for the new timekeeping method is minimal. Your biweekly time sheet will be available on April 16 and will be located where your current leave report is. You will login to BlueLink, locate your time sheet and click on the clock when you begin work, begin your lunch hour, end your lunch hour and end work for the day. Please refer to the clock in/out training materials and your supervisor with questions.

Is clock in/clock out optional?

No, all non-exempt employees will clock in and clock out when the biweekly payroll system takes effect on April 16.

What happens if I don’t submit my timesheet on time?

Please refer to the 2014 payroll calendar for timesheet due dates. Timesheets are due every other Friday and will close Saturday at noon. Failure to submit completed timesheets will result in delayed pay. If you require assistance to submit your timesheet on time, please contact your supervisor for help before the deadline. Just as with the current system, repeated failure to complete and submit accurate timesheets may result in disciplinary action including termination.
What are the guidelines for non-exempt employees, time worked, and clock in/clock out?

  • An employee may not clock in until the time he or she begins work as authorized by regular schedule or authorized overtime. Also, an employee may not begin work until the employee has clocked in, nor continue to work after the employee has clocked out.
  • Work means any time spent on the employer’s behalf.
  • You may not offer to work before or after your regularly scheduled daily hours for free. You must record all time worked and be appropriately compensated.
  • Performing work beyond regularly scheduled work times must be authorized by your supervisor. You will be paid for all work regardless of supervisor approval, however, repeated instances of unauthorized additional hours and/or overtime may result in disciplinary action including termination.
  • You must clock in/out yourself. Attendance cannot be recorded for you by anyone else. Modifications to time entries must be initiated by you with approval from your supervisor.
  • In keeping with our current timekeeping policies, employees that consistently fail to properly clock in and out and/or misrepresent actual time worked may be subject to disciplinary action including termination.

What if I have issues with my timesheet?

Please refer to the timesheet troubleshooting guide for assistance, ask your supervisor for assistance, or contact Trish Garcia (5151) or Cheryl Young (6061) for assistance.