How Will the Change to a Bi-weekly
Pay Schedule Affect Me?
12-Month Faculty, Non-classified Staff,
and Classified Exempt Staff
101915
Disclaimer:
• The details we will share are our plans as of
today. However, much of this plan is
dependent on actions and decisions of the
State. Several items remain unsettled, so there
is a small chance that plans may change.
What is happening?
• The State implemented a new bi-weekly payroll
system called wvOASIS. By the end of November, all
State employees will be on this new system, with the
exception of Marshall and WVU.
• Marshall and WVU have been granted the authority
to process their own payrolls on their respective
campuses. Checks and direct deposits will still be
generated by WVSAO, but on a bi-weekly schedule.
When will I be paid?
• Last semi-monthly paycheck will be December 31, 2015
– for pay period December 1 to December 16
• Transition paycheck will be January 8, 2016*
– for pay period December 17 to December 25
• First bi‐weekly paycheck will be January 22, 2016
– for pay period December 26 to January 8
• All future paychecks will be cut every other Friday (may move to Thursday
for certain holidays)
*NOTE: January 8 is a “short-pay” with only 9 calendar days in the pay period
How will my January 8th check be different?
• January 8 is a “short-pay” with only 9 calendar
days in the pay period (December 17th to 25th)
• This will be a “deduction holiday” check, which
means only required deductions will be taken
• You will receive 3 paychecks in April, which will
“catch up” your deductions not taken on the
“deduction holiday”.
Which deductions will be taken on January 8?
• Required Retirement, but not optional
retirement
• Federal and State Withholding Taxes
• FICA and Medicare Taxes
• Huntington City User Fee
Which deductions will be not be taken on
January 8 but will be paid on my behalf?
• Generally, deductions for a service/benefit will be paid on your behalf for
the first half of January such as:
–
–
–
–
–
–
–
PEIA Health Insurance
Mountaineer Flex and Prepaid Legal
Life Insurance and Disability
Recreation Center and YMCA Fees
Athletic and Artist Series Tickets
American Federation of Teachers Dues
Parking
• The third paycheck in April 2016 will have a deduction to repay the
University for the amount paid on your behalf.
• Should you leave the University prior to the third April pay, the amount
will be taken on your final paycheck.
Which deductions will be not be taken on
January 8 nor paid on my behalf?
• Certain deductions cannot be paid on your behalf:
– Optional Retirement
– College Savings Plans
– Charitable Deductions – United Way, Foundation, Big
Green
• The third paycheck in April 2016 will have a deduction
as a catch-up for the deduction holiday in January for
these deductions.
• No additional deduction will be taken if you leave the
University prior to the third April pay.
Which deductions are still being researched for
the treatment on January 8?
• We are still researching the treatment on the
January 8 “short-pay” for deductions such as:
–
–
–
–
–
Garnishments
Child-support
Tax Levies
Suggestee Executions
Loan Repayment
• We will contact impacted individuals once a
determination is made
How will my gross pay change for bi-weekly?
• Your bi-weekly gross amount will be
approximately 7.7% less than your semimonthly gross amount
• You will receive 1 short-pay transition check
and 25 bi-weekly checks in Calendar Year 2016
• You will receive 26 bi-weekly checks in
Calendar Year 2017
How will my benefits and deductions change for
bi-weekly?
• Taxes and the Huntington User Fee will be withheld
each pay based on a bi-weekly, rather than a semimonthly rate
• Percentage based taxes and benefits such as FICA,
Medicare and Required Retirement will correspond to
the pay for each period
• For the remainder of FY16, flat amount deductions
such as PEIA, Optional Retirement, Mountaineer Flex,
etc., will be withheld at a semi-monthly rate.
Reminders for January - June 2016
• The January 8 paycheck will be a “short-pay”
with a “deduction holiday”
• April will have 3 bi-weekly paychecks (April 1,
15 and 29)
• The April 29 check will have the catch up for
the January “deduction holiday”
Telephone and Internet Stipends
• Currently, telephone and Internet stipends are
paid on the last pay of each month.
• Beginning January 2016, telephone and
Internet stipends will be paid on the second
pay of each month.
Supplemental Pay
• Spring overload pay, administrative stipends
and research stipends will be paid in arrears
over 9 pay periods beginning February 5 (if
received by the deadline)
• The pay method for Academic and Calendar
year administrative and research stipends is
still being explored; we will communicate the
method once it is determined
No Hardship Repayment
• Reminder: if you received a No Hardship
Payment in September 2014, it will be
deducted from your final paycheck when you
leave the University or will be transferred if
you move to another State agency
How will this impact my 2015 W-2?
• Your W-2 will reflect the earnings (salary
received adjusted for applicable pre-tax items)
for 2015, as it normally would.
• All of your paychecks for 2015 will be paid on
a semi-monthly basis.
• 2015 W-2s will be available online through
myApps and mailed as in prior years.
Summer 2016 and Fiscal Year 2017
• We will share information and have sessions in
late March/early April for any changes that
may impact Summer 2016 or Fiscal Year 2017
• We will also then provide information on the
impact to your 2016 W-2
Where will I see my pay stub?
• Beginning with the January 8 paycheck, you
will be able to view your pay stub through
myMU
• Instructions on how to view the pay stub will
be shared the first week of January
Change in Direct Deposit
• If you have a job with MU and a job with
MURC at the same time, your direct deposit
information must be the same for both jobs.
• If you have one or more jobs with only MU,
there are no changes to your direct deposit.
Will the standard work week change?
• Beginning December 26, 2015, the standard
work week will be Saturday through Friday
• All pay periods after the “short-pay” will have
14 calendar days
Exception Time Entry
• You will continue to report any leave taken during
a pay period on your electronic time sheet.
• You must submit your time sheet on Monday,
following the end of a pay period, by 12pm.
(Schedule will vary if Monday is a holiday)
• Your supervisor must approve your time sheet by
5pm that same day.
Do you supervise non-exempt employees?
• With the transition to a bi-weekly pay schedule, all
employees who currently complete purple time sheets
will move to electronic time sheets during Spring 2016.
• Since these employees are hourly, their time sheets
must be submitted and approved by the deadline in
order for them to receive a paycheck.
• The new approval deadline for all electronic time
sheets will be 5pm on Monday following the end of the
pay period. (Dates may vary if Monday is a holiday)
How will the change affect leave?
• You will continue to earn the same amount of
leave.
• The method in which it is accrued has not yet
been determined (monthly or bi-weekly).
What should I do to prepare?
• Review your budget and spending
• Consider attending a Smart Money Series Session
• Plan ahead for the cash flow impact from the
transition, be mindful that during the month of January
you will receive gross pay which is approximately 78%
of what would have been paid had we remained semimonthly – we are lessening the impact with the
deduction holiday
• Familiarize yourself with the timing of the paydates in
2016
Smart Money Series
• This is a program developed by various
agencies to discuss personal budgeting.
• If you are interested in attending a session,
please complete the survey on the Pay
Changes website so we know how many
sessions to plan and can contact you regarding
scheduled sessions.
Once the change to bi-weekly
frequency is confirmed
• Review your current federal/state tax withholding
exemptions to make any necessary changes for
Calendar Year 2016.
– Pay particular attention to “additional” tax
withholding amounts.
• You may want to request that creditors adjust
your automatic withdrawal or bill-pay dates to
align with your new pay schedule.
What if I experience a financial
hardship during the transition?
• First, you should contact your creditors to
explain the transition and see if they can
provide temporary relief.
• Contact Marshall’s Human Resources for
options for emergency financial assistance.
How do I find out about updates?
• Review each “We Are…Marshall” online
newsletter when it is published for notification
of updates.
• The website specifically for payroll changes at
www.marshall.edu/paychanges has updates,
FAQs and other useful information.
Questions?
• If you have questions, please email us at
[email protected]