The Single Payroll project is a system-wide initiative to standardize UW System payroll by eliminating the monthly payroll cycle and move all employees to a biweekly payroll cycle. This change will be effective July 18, 2021. In addition, most benefit deductions will be divided evenly between the biweekly paychecks.
Reminders
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- The final monthly (partial) paycheck will be issued on July 30, 2021 for days worked between July 1-July 17
- 12-month employees will receive their first biweekly paycheck on Thursday, August 12, 2021
- 9-month employees will receive their first (partial) biweekly paycheck for the 2021-2022 academic year on Thursday, September 9, 2021
- Pay date will be every other Thursday (except when Legal Holidays occur)
- Most deductions for benefits such as health, dental, vision and life insurances will be split evenly over the first two biweekly pay periods of each month starting with your August 26, 2021 paycheck
- In months when there are three pay periods, benefit deductions will not be taken from the third pay period with the exception of Wisconsin Retirement System, Tax-Sheltered Annuity 403(b) and Wisconsin Deferred Compensation contributions
Action Items
As part of the transition to the biweekly payroll schedule, per paycheck contributions and/or withholding amounts will remain the same unless modifications are made in advance of the biweekly implementation. For those with flat dollar amounts (for example, contributing $200/month to a 403(b)), the same amount will continue for each biweekly paycheck unless updates are made to adjust the contributions/withholding amounts. Likewise, those with multiple direct deposit bank accounts may need to review and adjust to ensure the correct amount will be deposited into each account once the biweekly payroll occurs.
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- Tax-Sheltered Annuity 403(b): contributions can be adjusted online through the My UW Portal or by completing a new Salary Reduction Agreement.
- Online Instructions: View and Update Benefit Savings Summary (wisconsin.edu)
- Salary Reduction Agreement: https://www.wisconsin.edu/ohrwd/benefits/download/ret/tsa/sra/sra.pdf
- Wisconsin Deferred Compensation: contributions can be adjusted online through WDC’s website or by contacting WDC at 877-457-9327.
- Multiple Direct Deposit Accounts: direct deposit information can be updated online through the My UW Portal, under Payroll Information, Update Direct Deposit. Click here for online instructions.
- Additional Tax Withholdings: W-4 tax filing information can be updated online through the My UW Portal, under Payroll Information, Update W4. Click here for online instructions.
- Tax-Sheltered Annuity 403(b): contributions can be adjusted online through the My UW Portal or by completing a new Salary Reduction Agreement.
To ensure changes are made to the correct pay period, please review the Timeline for Changing Direct Deposit, Contribution or Withholding of Flat Dollar Amounts section on the Single Payroll website.
Resources
The Single Payroll website includes recorded town halls and workshop presentations, frequently asked questions, budget planning information, as well as the following tools:
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- Paycheck Estimator: this tool is designed to provide financial planning assistance associated with the schedule change from a monthly to a biweekly paycheck.
- Pay Date Models: allows you to enter your annual salary to calculate the gross earnings by pay date.
- 2021-2022 Academic Year Pay Date Model (those under a 9-month contract)
- Annual Pay Date Model (those under a 12-month contract)
Review the 2021-2022 Biweekly Payroll Schedule for a breakdown of pay periods and corresponding pay dates.
Salary Advance
The shift of the pay schedule will result in a change to the timing that employees receive their pay, and the UW System recognizes that this may create challenges for employees who have scheduled their bills around the monthly pay schedule. To mitigate these challenges during this transition period, the UW System is allowing transitioning employees to request a salary advance during the immediate transition period as outlined under UW System Administrative Policy 1200 – Interim 09.
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- The advance is intended as transitional relief only. For this reason, the salary advance will only be granted on one of the first two paychecks following the transition date of 7/18/21.
- For 12-month employees, the salary advance will be issued on the 7/30 or the 8/12 paycheck
- For 9-month employees, the salary advance will be issued on the 9/9 or 9/23 paycheck
- Employees are able to request a salary advance equal to the amount of one biweekly paycheck.
- To request a salary advance, employees will need to complete a Transitional Salary Advance Request and Payroll Deduction Form and return it to Human Resources for processing.
- The amount of the advance will be repaid in equal payments, via automatic payroll deductions over the next six (6) biweekly pay periods. The full amount of the advance must be repaid in calendar year 2021.
- The advance is intended as transitional relief only. For this reason, the salary advance will only be granted on one of the first two paychecks following the transition date of 7/18/21.
Please review the Salary Advance Guidance & FAQ’s for more information.
One-on-One Sessions
If you need assistance reviewing/modifying your current contributions and/or withholdings, completing the salary advance request, or have questions related to the biweekly payroll transition that you would like to talk through, please click here to schedule a one-on-one meeting.
Please contact our office at payrollandbenefits@uwgb.edu or (920) 465-2390 with any questions.