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Payroll Office

Non-exempt employees moving to Biweekly Payroll

This depends on the employee’s job duties and how much an employee is paid. If you do not know your FLSA status, you can ask your supervisor

Not all employees will convert to the bi-weekly pay schedule; only employees whose job duties and salary are considered non-exempt under the Fair Labor Standards Act (FLSA) will convert to the bi-weekly pay schedule. Employees whose job duties and salary are considered exempt under the FLSA will remain on a monthly pay schedule.

Non-exempt employees are eligible for overtime under the Fair Labor Standards Act (FLSA) and must record time worked. Exempt employees are excluded from overtime. If you are unsure of your exemption status, please check with your supervisor.

Exempt employees are not required to submit hours worked. They are not eligible for overtime because they receive a predetermined salary each pay period regardless of the amount of time worked in that period. Exempt employees are only required to report non-productive time such as vacation or sick-time used.

FLSA (Fair Labor Standards Act) regulations require non-exempt employees to track their time worked by the hour and require that overtime be paid for work in excess of 40 hours in a work week. To ensure that TAMU-CC meets these regulations, non-exempt employees must report time worked each day. The bi-weekly pay cycle was specifically designed to track hours worked and help calculate overtime hours.

To improve our compliance with federal and state payroll requirements and increase administrative efficiency across all departments for our campus, all non-exempt employees will be paid on the biweekly payroll (every two weeks) effective September 1, 2017.

The transition will happen in the background. The Payroll office will work with our payroll processors to upload the information that will provide the employee’s hourly rate for their biweekly timesheets. The department will not need to complete an EPA for this change and the employee will remain in the same PIN (position identification number).

No. All non-exempt employees will be converted to the bi-weekly pay schedule on September 1, 2017.

TAMUCC is moving to a bi-weekly payroll on September 1, 2017, which begins the pay period for that month.

• If you are being converted to the bi-weekly pay schedule you will receive your last monthly paycheck on 9/01/17. This check will include earnings for the pay period of 8/01/17 – 8/31/17.

• Your first bi-weekly pay check will be on 9/15/17. This check will include the earnings for the pay period of 9/1/17 – 9/9/17. You will receive another check on 9/29/17 for the pay period of 9/10/17 - 9/23/17, then receive a paycheck every two weeks (biweekly) after that.

• You will now be paid every other week rather than waiting a whole month between checks.

• Any overtime hours you work in the pay period will be processed as compensatory time and will be booked a lot sooner.

• Your vacation and sick-leave balances will always be current.

This change will not alter the annual salary or hourly rate a non-exempt employee is paid. Take your annual salary and divide it by 2080 (the number of working hours in a year).

For example, your annual salary is $39,000.00 per year: $39,000.00 ÷ 2080 = $18.75 per hour

For practical purposes, we will assume an employee is at a 40-hour work week. Your monthly amount is calculated by dividing your annual salary by 12 months in a year. Your biweekly amount is calculated by dividing your annual salary by 26 pay dates in a year, not 24. Two months out of the year, you will receive three checks.

Overtime will continue to be processed as compensatory time, unless prior approval has been granted to receive payment for overtime hours worked.

FLSA requires that in addition to paying non-exempt employees at least the minimum wage, employers must compensate employees at 1.5 times their regular rate of pay for any hours worked over 40 hours in a given work week. The hourly increment for the longevity and/or hazardous duty pay is calculated by multiplying the longevity and/or hazardous duty pay by 12 and dividing the result by 2080.

Employee normal rate of pay = 9.00 / hour

Longevity pay = 20.00 / month

Hazardous duty pay = 0.00 / month

Overtime longevity/hazardous duty pay rate = [(20.00) * 12] / (2080) = .12 / hour

Overtime rate = (9.00 + .12) * 1.5 = 13.68 / hour

No. You will need to ensure your supervisor approves your leave requests before the timesheets are due to Payroll Services. Please look at our Timesheet schedule on our Payroll website for exact due dates on timesheets to meet the pay date deadlines.

As a bi-weekly employee, you will receive your earnings every other Friday. Please refer to the Biweekly TimeTraq Due Dates Schedule at our Payroll website for a complete list of the pay dates for 2016 and 2017.

You are paid every two weeks, giving you a total of 26 biweekly pay periods in a calendar year. A biweekly pay cycle consists of 10 working days. Our timesheets are set up beginning on Thursday and ending on the second Wednesday of the pay period.

No. You will still receive the same amount of accruals.

Consider how these cash flow changes will impact your bill‐paying routine, especially between September and October 2017. For example, if you have a mortgage or car payment automatically paid from a checking account, you may want to adjust the arrangements you have made with your bank or credit union to accommodate your new payment schedule. During September and October, you will get paid 9/1/17, 9/15/17, 9/29/17 and 10/13/17. Where you would normally use your September monthly check to pay your September bills, you may want to consider using part of your 9/15/17 and 9/29/17 checks to pay part of your October bills. Your 10/13/17 check will pay for the rest of your October bills and your next October check would now pay for part of your November bills, etc.

We will provide affected employees with a memo regarding this change to share with creditors upon request.

If you have automatic bill pay from your account, you may want to talk to your financial institution about any necessary changes.

You may also want to review your current tax withholding elections to make any necessary changes. Pay particular attention to additional tax withholding amounts. See question 23 for more details.

No. If you currently have your pay earnings sent to direct deposit, you do not have to make a change. If you have automatic bill pay from your account, you may want to talk to your financial institution about any necessary changes

If you have automatic bill pay set up for any regular expenses, for example mortgage payments, student-loan payments or car payments, we encourage you to work directly with your financial institution(s) to change payment dates as needed. We will provide affected employees with a memo regarding this change to share with creditors upon request.

The insurance deductions (Basic Life, Medical, Dental, Vision, Optional Life, Accidental Death & Dismemberment, Long Term Disability, and Dependent Life), spending accounts, court ordered deductions, tax-sheltered annuities (fixed amount option), deferred compensation plans (fixed amount option), User Service Fees (ex: recreational sports, meal plans, etc.), Texas Protects, and parking fees are halved prior to being deducted for biweekly pay.

Employee Organization Fees, as well as deductions for the Charitable Contributions, Charitable Contributions – Higher Education and the Texas Tomorrow Fund are taken once a month on the second Biweekly Payroll.

The TRS or ORP retirement contributions are taken from each bi-weekly paycheck.

We will continue to tax you according to the Federal W-4 forms we currently have on file for you. If you have an additional tax amount deducted from your paycheck, that monthly amount will be taken each biweekly check. You may consider reducing this amount by at least half. If you do not want the current additional amount to be taken from each biweekly check, go to Single Sign On (SSO) and review or update your W-4.

The insurance coverage (Basic Life, Medical, Dental, Vision, Optional Life, Accidental Death & Dismemberment, Long Term Disability, and Dependent Life), retirement benefits (Teacher Retirement System and Optional Retirement Programs), longevity, spending accounts, Texas Tomorrow Fund, Tax Levy, User Service Fees, and court ordered deductions must have their start and/or stop dates (and Premium due date, where appropriate) within the pay period being processed.

Bonds, charitable contributions, student loans, tax-sheltered annuities and deferred compensation plan deductions are based on the actual pay date of the payroll.

Yes. Exempt employees are not required to submit hours worked, so they will not report their time on a timesheet. They are not eligible for overtime because they receive a predetermined salary each pay period regardless of the amount of time worked in that period. Exempt employees are only required to report non-productive time such as vacation or sick-time used.

If you have any questions, feel free to contact the Payroll office at payroll@tamucc.edu. We will be prompt to respond either via e-mail or phone call. Also, please continue to look for additional information about this transition as we move closer to making this change. We will be posting additional FAQ’s as we receive them. Your feedback is always welcome.