MEMORANDUM

I am writing because you are a classified salaried employee or salaried research assistant paid on a monthly basis. This summer, all classified salaried employees and salaried research assistants hired before March 25, 2002, will be given a choice of moving from monthly pay to a semi-monthly pay frequency as of September 25, 2002. All classified salaried employees and salaried research assistants hired on or after March 25 will be paid semi-monthly from the date of their hiring.

With the implementation of UVA HRMS/Payroll, we will for the first time be able to bring the reporting of time (hours worked) and leave into the same pay period. As you know, classified salaried employees and salaried research assistants accrue leave on a semi-monthly basis by state policy. The leave bubble sheets you currently fill out each month will go away under UVA HRMS and will be replaced by a new time and leave form. You will fill out this new time and leave form each semi-monthly period and this will be keyed into the Oracle system by your school or department. The reporting of time and leave on a semi-monthly basis will not affect how you are paid if you choose not to change to a semi-monthly pay frequency. The only change that you will see as a monthly-paid employee will be an additional bank deposit line on your earnings statement versus the single line today.

For example:

The reason for not allowing monthly-paid classified staff and salaried research assistants the choice of moving to a semi-monthly pay frequency earlier than September 25, 2002, has to do with the implementation of UVA HRMS/Payroll. We are currently limiting the number of changes to existing employee data in order to complete testing of UVA HRMS/Payroll. The targeted "go-live" date for UVA HRMS/Payroll is June 27th. The first payroll in HRMS will be July 5th, which is a biweekly payroll for hourly-paid employees. The period from UVA HRMS/Payroll "go live" to September 25th allows for a brief adjustment period.

It is important to note that if you choose to move to semi-monthly pay, you will not be permitted to change back to a monthly pay frequency. However, you will have the choice of moving to a semi-monthly pay frequency at any later time, so long as it is effective the 25th of a month (the beginning of the 1st semi-monthly pay period in a month). The semi-monthly schedule runs from the 25th through the 9th (first semi-monthly pay period) and the 10th through the 24th (second semi-monthly pay period).

We will send out additional information in August about how to indicate if you wish to change to a semi-monthly pay frequency. If you have questions, please contact the Payroll Division by phone at 924-4350 or by email at hrdept@virginia.edu.