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Please view the WVU Research Corporation Employee FAQ page if you are a Research Corporation employee.

FAQ

Question:Why is this change happening?

Answer:All West Virginia State agencies and higher education institutions are required to move to a bi-weekly payroll in response to the West Virginia OASIS (Our Advanced Solution to Integrated Systems) Initiative. The goal is to improve the quality and efficiency of West Virginia’s business processes.

Question:How often are WVU employees paid currently?

Answer:WVU pays employees in 24 pay cycles (semi-monthly). The number of days in each pay period and the day of the week when employees receive their pay varies in each pay cycle.

Question:With this change, how often will employees be paid?

Answer:Employees will be paid every other Friday. The first paycheck will be issued October 13, 2017. Paydays falling on a State holiday that coincides with a recognized banking holiday will be paid the prior business day.

Question:Will an employee’s annual salary change?

Answer:No. An annual salary will not change.

Question:When is the change to bi-weekly pay occurring?

Answer:The first bi-weekly pay period will begin on Saturday, September 16, 2017, and end on September 30, 2017, with a first bi-weekly pay date of October 13, 2017. Pay dates will continue every other Friday after October 13.

View the 2017-2018 pay schedule

Special note for exempt faculty and staff paid over 12 months gross payouts: in order to pay contract amounts during fiscal year 2018, semi-monthly payouts of 1/24 of annual salary will be continued through the October 13, 2017, paycheck. The first bi-weekly pay date for exempt 12-month faculty and staff will be October 27.

Question:Can I choose not to go bi-weekly?

Answer:No. All WVU employees will be changed to bi-weekly payroll.

Question:How many paychecks will employees receive?

Answer:

  • A 12-month employee will have 26 paychecks.
  • A less-than-12-month employee will vary between 18 and 25 paychecks, depending upon contract dates and length of contract.
  • In some months there will be three paydays. When this happens, the third paycheck of the month will be considered a “deduction holiday” and no benefit deductions will be withheld (only mandatory taxes and retirement deductions).

Question:When will the “deduction holidays” occur?

Answer:The first deduction holiday for 12-month employee will occur on March 30, 2018. For less-than-12-month employees the deduction holiday will occur on their first and last pay.

Download a bi-weekly pay calendar

Question:Will the amount of a paycheck be different?

Answer:Yes, your bi-weekly gross pay will be approximately 7.50% less than your semi-monthly pay. But keep in mind, there will be two additional paychecks in a year.

Hourly employees will be paid for hours worked during the 14-day period. Tax withholdings and deductions will vary, and net pay will be less with bi-weekly pay (compared to a semimonthly pay). Going to bi-weekly pay will standardize the number of days in a pay period. There will not be a variation (as there currently is) with semi-monthly pay periods for hourly employees.

Question:How does this conversion to bi-weekly pay benefit State employees?

Answer: Employees will be paid every other Friday. More frequent and consistent payments will help from a financial planning perspective. Employees will no longer need to stretch paychecks over three weekends. Employees who are eligible for overtime (hours worked by nonexempt employees in excess of 40 in a workweek) will be compensated for those hours in a timelier manner.

Question:What should I do to prepare?

Answer:Review your personal budget and determine how to match your expenses with your new bi-weekly pay schedule.

We suggest the following steps:

  • Review your current federal/state tax withholding exemptions to make any necessary changes.
  • Pay particular attention to “additional” tax withholding amounts.
  • Request that creditors adjust your automatic withdrawal or bill-pay dates to align with your new pay schedule.
  • Adjust the amount of dollars going into additional accounts through direct deposits.

Question:Is WVU offering any money management training to assist with the transition?

Answer:Yes, you can sign up for a PNC Money Management Session. Dates are available on the form.

Question:Will I need to make any changes to my direct deposit?

Answer:No, your established banking institutions will remain in effect.

Question:What if I pay bills through automatic bill-pay?

Answer: If you have automatic bill-pay set up for regular expenses such as mortgage payments, utilities, student loan payments or car payments, you may want to arrange with your financial institution to realign payment dates. You should do this before the changeover in October.

Question:I have a garnishment deduction. Will the transition affect the amount deducted?

Answer: If the garnishment deduction is calculated as a percentage of your earnings, a deduction will occur each pay period, up to the maximum deduction allowed based on federal and state regulations. Other non-percentage garnishments will be converted to bi-weekly deduction amounts.

Question:Will I still receive my increment pay?

Answer:Yes, at the end of July. Increment will be issued separately from regular pay.

Question:Will a paper statement be provided?

Answer: No. Employees must access payroll information online through the MyAccess portal.

Question:How can I obtain a list of the payroll check dates and time periods?

Answer:

Download a bi-weekly pay schedule

Question:Will WVU’s workweek remain the same?

Answer:Yes, the workweek will remain Sunday at 12:00 a.m. through Saturday at 11:59 p.m.

Question:Will the time card change for hourly employees?

Answer: The time card will display the bi-weekly pay periods versus the current semi-monthly pay periods. Tracking of hours worked and leave will remain the same.

Question:Will mandatory and/or optional benefits be affected?

Answer: No. There will be no change in current employee benefit coverages.

Question: What are some examples of benefit deductions?

  • Retirement accounts
    • 401(a) — 6% mandatory, WVU matches 6%
    • Optional Supplemental Accounts
      • 403(b), including Roth 403(b)
      • 457(b)
  • Health insurance — PEIA or HealthPlan
  • Life insurance — Securian
    • Optional life
    • Dependent life
  • Long-term disability insurance — The Standard
  • Mountaineer Flexible Benefits:
    • Dental — Delta Dental
    • Vision — MetLife
    • Hearing Service Plan
    • Hyatt Legal
    • Flexible Spending Accounts (FSA)
      • Medical
      • Dependent Care
    • Health Savings Account (HSA)
    • Short- and long-term disability
  • American International Group (AIG) personal accident insurance
View a full list of insurance plans

Question: How will benefit deductions be taken from paychecks?

Answer: Benefit deductions will vary based on an employee’s contract months with WVU.

12-month exempt employee:

  • 12-month exempt employees will receive their first biweekly pay on October 27, 2017. Benefit deductions will be collected from the first two paychecks of the month, for a total of 24 deductions throughout the year

Less-than-12-month employee:

  • A less-than-12-month employee will have only 18 benefit deductions taken during their contracted periods of service, regardless of how many paychecks they receive. Deductions will normally not be taken from the first and last pay during the contract period.

Question:What if I want to make a deduction change (like reduce my credit union or SRA deduction) for my Oct. 13 paycheck?

Answer:All changes must be submitted to Payroll or Benefits by Sept. 28 at 11:00 a.m.

View the benefit form cutoff dates

Question:Are there any changes to the frequency of benefit deductions?

Answer: Deductions that were one time per month, such as optional life insurance, dependent life insurance and long-term disability, will change based on the employee’s contracted months of service.

    12-month employee:

  • One-time per month deductions will be taken from the first two paychecks of the month.
  • Less-than-12-month employee:

  • One-time per month deductions will now be taken from 18 paychecks, only during the employee’s contract period.
  • AIG deductions will be deducted from the first two paychecks of the month from September through May.

Question:When will child care reimbursements be paid?

Answer: Eligible child care reimbursements will be paid on the second paycheck of every month.

Question:How will the change affect a leave-eligible employee’s annual leave and sick leave accruals?

Answer: It won’t. Annual leave and sick leave will continue to accrue on the 15th and last day of every month.

Question:Will the change affect holiday pay?

Answer:No.

Question:How will Supplemental Retirement Accounts (SRAs) be withheld?

Answer:SRAs will be withheld every single pay period, as long as funds are available. Other deductions may be prioritized ahead of an SRA deduction.

Question: How will the change affect application for catastrophic leave and donation deadlines?

Answer:For bi-weekly catastrophic leave deadlines, please visit the medical management website.

Question:How will my overtime (OT) or compensatory time Off (CTO) be calculated?

Answer:Overtime will continue to be calculated on a weekly basis from Sunday through Saturday.

Review the WVU Overtime Policy

Question:When will CTO be available in the Leave System?

Answer:CTO for the prior completed workweeks will be available after every payroll process has been completed. For example, CTO earned from October 1 through October 7, 2017, and October 8 through October 14, 2017, will be available as a balance in the Leave System on October 17, 2017, after the payroll is processed for those dates.