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U.Va. Human Resources
Change to Biweekly Payroll Schedule
UVa Academic Payroll Department – September 2009
Important Dates

September  13

Last date for filling out paper timesheets

September  14

First day to use Self-Service Time & Leave*
(*some departments will continue to use time capture systems, such as Facilities’ Web Daily time system)

September 25

Friday before time is due – ideal day for most employees to enter time

September  30

Check date of last semi-monthly, semi-monthly paid monthly, and bi-weekly (temp/wage) payroll from old schedule

October  2

First paycheck under the bi-weekly pay schedule

Helpful Tools
FAQs
  1. Under the biweekly pay schedule, will my annual salary change?

    Your annual salary will not change, just the timing of when you get your paychecks. Under a biweekly pay schedule, your yearly salary will be divided into 26 checks (52 weeks in a year, divided by 2).

    If you have been paid once a month or semi-monthly, your paychecks will be smaller under the new schedule, but you will be paid more often. Over a year, your paychecks will still add up to your total salary. You can see a pay calculator that shows the difference between your gross and net in today’s system vs. the bi-weekly here.


  2. Which employees will be paid using the new payroll schedule, and which employees will stay on the old payroll schedule?

    All semi-monthly and semi-monthly paid monthly staff will be changed to the new bi-weekly payroll schedule. This includes Classified and University Staff and research assistants. Current bi-weekly employees – students and wage/temp—will switch to a work week that runs from Monday to Sunday. Faculty and Research Associates do not track time and leave in the Integrated System, so they will not change to the new bi-weekly pay period.


  3. When will I get paychecks under the new biweekly pay schedule?

    You will receive a paycheck every two weeks (every other Friday). Each bi-weekly pay period will begin on Monday and end at midnight on Sunday, two weeks later. Payday will be that Friday following the end of the pay period.


  4. When will I get the last paycheck from the old schedule and what days will it cover?

    If you are…

    You’ll see a
    check on…

    Covering dates…

    Semi-monthly

     

     

    Last Old Semi-monthly pay period

    9/16/09

    8/25/2009 – 9/9/2009

    “Mini”  Pay period

    9/30/2009

    9/10/2009 – 9/13/09

    First Bi-Weekly Check

    10/2/09

    9/14/2009 – 9/27/09

    Semi-Monthly Paid Monthly

     

     

    Partial semi-monthly pd monthly

    9/30/2009

    8/25/2009 – 9/9/2009

    “Mini”  Pay period

    9/30/2009

    9/10/2009 - 9/13/2009

    First Bi-Weekly Check

    10/2/2009

    9/14/2009 – 9/27/09


    Bi-Weekly (Temp/Wage)

     

     

    Last Old Bi-Weekly pay period

    9/18/2009

    8/26/2009 – 9/8/2009

    “Mini”  Pay period

    9/30/2009

    9/9/2009 - 9/13/2009

    First Bi-Weekly Check

    10/2/2009

    9/14/2009 – 9/27/09


  5. When will I get my first paycheck under the new schedule?

    New Pay Schedule

    Pay Period Covered

    Check Date

    Biweekly

    9/14/2009 – 9/27/2009

    10/02/2009


  6. Will my earnings statement (payslip) change?

    Earnings statements (payslip) will continue to be accessible through UVA Employee Self- Service. Personal information, banking information and tax information can be updated on-line at http://www.hrs.virginia.edu/selfservice/selfservicehome.html.


  7. Will the same amount of taxes and other deductions be taken from all my biweekly paychecks?

    State and federal taxes will be calculated on your biweekly earnings but will not change when taken over the course of the whole year. Deductions for premiums, such as health, vision and life insurance, flexible spending accounts, long-term care, and parking will be taken out 24 times a year. Some deductions, such as the UVA Community Credit Union, tax deferred savings program (TDSP), child support and garnishments will be deducted 26 times a year. This means that employees will receive two checks a year without these deductions, which will be for a slightly larger amount.


  8. How will my TDSP and Cash Match be impacted?

    In 2009, there will be no change. Your current deferral rate will continue at the same flat dollar or percentage per pay period amount resulting in the same annual deferral amount. In 2010, your “per pay period” deferral rate will be taken from 26 pays. The cash match will remain a maximum benefit of $480 per year, but will now be divided over 26 pays. A new TDSP Authorization Form must be completed and returned to UHR Benefits if you would like to adjust the amount coming out of your checks for 2010.


  9. How will I be paid for overtime?

    The new system will auto-calculate straight time vs. time and a half for non-exempt staff based on hours worked. Therefore, it is critical to record time accurately in order to get accurate paychecks (i.e., no “lumping” or “lagging” hours). Overtime earned in a particular pay period will be paid as part of the regular biweekly check for that pay period. There will be standardization of overtime and other premium pay in the new system. If you regularly earn overtime, check with the HR person in your area to see if you will be affected.


  10. Will the leave time that I earn change?

    Annual leave is based on how long you have worked for the state. Leave will be accrued every two weeks and will be awarded at the end of every bi-weekly pay period. Traditional sick leave will also accrue to an annual amount and be awarded at the end of every bi-weekly pay period. Traditional sick only applies to employees not in VSDP. In general, Annual and Sick leave per pay period accruals equal 1/26 of yearly rates.

    PLEASE NOTE: University Staff employees will be enrolled in the new annual leave plan December 21, 2009.


  11. Do I have to sign up for payroll deductions and direct deposit all over again?

    No, payroll deductions and direct deposit information do not need to be updated.


  12. How will I record my time in the new automated time and attendance program?

    Time and attendance will be accessed through the Employee Self-Service in the Integrated System, where employees currently view their payslips. Certain departments will continue to use their existing tracking systems –talk to the Human Resources professionals in your area to find out which method you will use to track your time. Non-exempt employees will be required to record all hours worked and all leave taken in 15 minute increments. Exempt employees will record leave taken, hours worked on a holiday or during an official closing, or confirm no leave taken. Exempt Classified Staff must record leave in 15 minute increments in keeping with the state’s practice. Exempt University Staff do not need to track leave taken in increments less than four hours (half days).


  13. I have the UVA Community Credit Union automatically deduct my car and house payments from my paycheck. Will they take all of these deductions on the first of each month, or can they average deductions over different paychecks?

    All UVA Community Credit Union deductions will be taken from each paycheck (26 times a year). Please stop by any of the Credit Union’s branches to ensure that your loan payment due dates coincide with our new bi-weekly payroll schedule. This way you can discuss your payment options with them and complete their Loan Payment Modification Form.

    Credit Union contact information:
    Phone: (434) 964-2001 Toll Free: (888) 887-9136
    Website: uvacreditunion.org


  14. What department can I contact if I have questions about my paycheck?

    The University Payroll office is responsible for all payroll processing for work and leave time. The payroll department is located in the Michie South building at 914 Emmet Street and may be contacted by phone at (434) 924-4350 or by emailing payroll@virginia.edu. Visit this site for frequent updates.




University of Virginia Biweekly Payroll Schedule 2009 Calendar Year

Pay Period Dates

Check Date

9/14/09 – 9/27/09

10/2/09

9/28/09 – 10/11/09

10/16/09

10/12/09 – 10/25/09

10/30/09

10/26/09 – 11/08/09

11/13/09

11/09/09 – 11/22/09

11/27/09

11/23/09 – 12/06/09

12/11/09

12/07/09 – 12/20/09

12/24/09
   

University of Virginia Biweekly Payroll Schedule 2010 Calendar Year

Pay Period Dates

Check Date

12/21/09 – 1/03/10

1/08/10

1/04/10 – 1/17/10

1/22/10

1/18/10 – 1/31/10

2/5/10 Limited Deduction Check*

2/01/10 – 2/14/10

2/19/10

2/15/10 – 2/28/10

3/5/10

3/01/10 – 3/14/10

3/19/10

3/15/10 – 3/28/10

4/02/10

3/29/10 – 4/11/10

4/16/10

4/12/10 – 4/25/10

4/30/10

4/26/10 – 5/09/10

5/14/10

5/10/10 – 5/23/10

5/28/10

5/24/10 – 6/06/10

6/11/10

6/07/10 – 6/20/10

6/25/10

6/21/10 – 7/04/10

7/09/10

7/05/10 – 7/18/10

7/23/10

7/19/10 – 8/01/10

8/06/10

8/02/10 – 8/15/10

8/20/10

8/16/10 – 8/29/10

9/03/10 Limited Deduction Check*

8/30/10 – 9/12/10

9/17/10

9/13/10 – 9/26/10

10/01/10

9/27/10 – 10/10/10

10/15/10

10/11/10 – 10/24/10

10/29/10

10/25/10 – 11/07/10

11/12/10

11/08/10 – 11/21/10

11/26/10

11/22/10 – 12/05/10

12/10/10

12/06/10 – 12/19/10

12/24/10
   
* In months with three pay period end dates (January and August in 2010), the third pay period results in a limited deduction check.