BI-WEEKLY PAY IS COMING SOON!
ARE YOU READY?
CHANGE TO BI-WEEKLY PAYROLL
ACADEMIC YEAR EXEMPT STAFF
FAQs
June 22, 2016
When you return to work in August, you will be moved to the biweekly payroll.
Please read below to understand why Bentley is making this change, how it will
affect you and what resources are available to help.
Be sure to check your Bentley email over the summer!
Look for communications about this payroll change at:
Bi-weekly Payroll Change web page
1. Why is the university changing to a biweekly payroll cycle for all employees?
We are making a payroll change that will move all monthly paid employees to a bi-weekly payroll.
Our hourly non-exempt staff and student workers are already paid biweekly. Having all employees
on the same payroll cycle will help us standardize pay practices and time-off reporting across the
university and increase efficiency for payroll, human resources and supervisors. We have been
contemplating making this change for a while. There are synergies between this change and the
implementation of the new Workday system, so it made sense to proceed now. While we
understand that this change will have a significant impact on employees during the transition, in
the long run we anticipate that most employees will appreciate receiving more frequent paychecks
and not having to wait a month before they are paid.
There will be a number of communications about this change over the summer.
2. When will the change occur?
Academic year exempt staff will be moved to the bi-weekly payroll when they return to work in
August. See the 2016 Academic Year Staff Payroll Timeline for remaining payroll dates.
3. How will this change work?
Currently, exempt staff are paid for the full month around the 10th of each month. Thus, much of
their monthly pay is paid “in advance”, for work that has not yet been performed. Only 10 days are
paid for time already worked, or “in arrears”. Beginning when you return to work in August 2016,
you will be moved to the biweekly payroll. You will then be paid for time you have already worked,
entirely in arrears. Payroll dates in August and September are listed below; which dates you receive
paychecks will depend on when you return to work. See the 2016 Academic Year Staff Payroll
Timeline.
 August 19 - For time worked between July 31 - August 13, less applicable deductions.
(Insurance/FSA deductions for August should have been prepaid before your summer leave.)
 September 2 - For time worked between August 14 - August 27. NO insurance/FSA benefit
deductions will be taken. (This check will also include your vacation buyout and/or payroll
loan, if taken.)
 September 16 - For time worked August 28 - September 10. One-half of benefits deductions for
September will be taken. (If you returned after August 27, this check will also include your
vacation buyout and/or payroll loan, if taken.)
 September 30 - For time worked September 11 - September 24. One-half of benefits
deductions for September will be taken. (If you requested a payroll loan, this check will be
reduced by the 1st loan repayment.)
 Subsequent bi-weekly payroll checks will be received every other Friday and cover 14 calendar
days, less applicable deductions and any loan repayments, if taken, through 12/31/16.
4. With bi-weekly pay, how many pay checks can I expect in a year?
There will be 26 pay dates in a year. Ten months of the year, there will be two pay dates. However,
two months of the year, there will be three pay dates. Go to the Bi-weekly Payroll Change site to
see the 2016 bi-weekly pay schedule.
5. How will this change affect my payroll deductions?
Health and welfare benefits (medical, dental, vision, and life insurance, as well as flexible spending
accounts (FSA) for health and dependent care) will be deducted over 24 pay periods. In months
where there are three pay dates; which occurs twice a year, insurance and FSA deductions will not
be taken from your third paycheck. All other deductions (i.e., retirement plan voluntary salary
deferrals, garnishments, Bentley gifts and payroll taxes) will be deducted from all 26 pay dates. If
you elected a fixed dollar amount for a retirement plan voluntary salary deferral, you need to
complete a new Salary Reduction Agreement to elect a new dollar amount per pay period.
6. How will the university assist you?
To help with this transition, Bentley will offer exempt staff the following options:
1. Buy-out one (1) full week of accrued vacation time, if available, and/or
2. A no-interest payroll loan equal to up to three weeks of pay. The loan would be paid back in
equal installments over the remaining bi-weekly pay periods of 2016 starting with the
September 30 paycheck, with the loan paid in full by December 31, 2016.
July 31 is the deadline for making your transition assistance selection
 Go to your MyBentley page. In the center of the page you will see Monthly to Bi-weekly
Payroll Cycle Change tab with two selections.
o The first will take you to a personalized monthly to bi-weekly payroll comparison
worksheet. Here you can view what your biweekly pay check will be, as well as see
the net value of the vacation week buy-out. Additionally, you can determine what
your bi-weekly loan repayment amount would be if you take a payroll loan.
o The second selection will take you to the Transition Assistance Selection Form
where you can elect to receive a one week vacation buy-out and/or a payroll loan or
opt out from any assistance.
Lunch time information sessions
The next lunch time information session will be held:
Wednesday, July 13, 2016 – 12 noon – 1 p.m.
LaCava 305AB Conference Room
This information session will provide you with helpful information to make a successful personal
financial transition. During the session, we will review: what the bi-weekly pay stub will look like;
provide you with more information about how to take a vacation week buy-out; learn what a onetime, interest free payroll loan is; and more importantly you can ask questions. Please bring your
own lunch and we will provide beverages and dessert.
Individual budget session
Tuesday, June 28, 2016
You can schedule a 30-minute individual budgeting session with a financial advisor on June 28. UBS
Financial will have two advisors on site, but space is limited. To register by selecting either
Jonathan Moore, LaCava 196H
Carl Aloupis, LaCava 196I
Continue registration by choosing a convenient time. Once you register with your financial advisor
you will receive an email confirmation with a list of documents to bring during your individual
budget session.
Budgeting help by Phone
You can set up an individual budgeting appointment with UBS Financial over the phone. Please
contact KGA, our employee assistance provider at 1-800-648-9557. Let them know you are calling
from Bentley University and would like assistance scheduling a phone consultation with UBS
Financial.
Online help
We will update the online information and frequently asked questions on the HR/Bi-weekly payroll
change so be sure to check the website often.
What should you do?
watch for
updates
plan ahead
attend budget
counseling
stay informed
You may wish to take time now to consider how these cash flow changes will impact your bill‐
paying routine, particularly during September. For example, if you have a mortgage, car payment,
credit card or other bills automatically paid from a checking account, you may want to adjust the
arrangements with your bank or credit union so that withdrawals are not all taken on the same pay
date. See the 2016 Bi-weekly Staff Payroll calendar for the remaining 2016 calendar dates.
Please be sure to check your Bentley email over the summer for additional communications about this
payroll change!
Please feel free to send your questions to [email protected].