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Employees who are transitioning to a biweekly pay cycle will receive their last semi-monthly paycheck on 7/31/2020. This check will include earnings for the pay cycle of 7/16/2020 to 7/31/2020.
Presently, all full-time city employees are paid current. That is, a paycheck issued on May 15, 2019 covers the period of May 1 through May 15. The current pay cycle entails an employee’s time and attendance being submitted prior to actual time being worked. As a result, if an employee takes an unplanned absence, he or she will later have to submit an adjustment or a time-off request. This sometimes results in an inaccurate payroll and time and attendance process. Due to the delay in adjustments, they may also result in an overpayment of wages which may create tax implications for both the employee and the City.
No. All employees will be transitioned to the biweekly pay schedule effective 8/1/2020.
No, this transition will not result in a reduction of salary. It is simply a 2-week lag (actual) pay cycle of the actual time worked and reported.
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, except for those situations outlined in the Salary Schedule. If you are unsure of your exemption status, please refer to the Salary Schedule. You may also contact HR for assistance.
FLSA regulations require employees to track their time worked by the hour and require that overtime be paid for work in excess of 40 hours in a workweek. To ensure that the City meets these regulations, non-exempt employees must report time worked each day. The biweekly pay cycle was specifically designed to help track hours worked and overtime.
Yes. Once the transition to a biweekly payroll is completed, employees will be on “positive pay”, meaning there must be hours entered in order to generate a paycheck. Employee timesheet entry is due ________ by close of business for the previous 2 week period.
Employees on a biweekly pay cycle will receive a paycheck every other Friday. The first pay date of the biweekly cycle will be 8/28/2020.
A biweekly pay cycle consists of 14 days, beginning on ______ and ending on the second _______ of the pay period. You are paid every two weeks, giving you a total 26 biweekly pay periods in a calendar year.
No. You will get two biweekly checks per month with the exception of two months per year when you will get three checks. Your take home pay for a biweekly period will be a little less than it was on a semimonthly schedule; however, you will receive the same annual salary subject to you working all of your scheduled hours.
No, you will still see your accruals added/appear on your last check of each month.
If you are in a 40 hour per week position, divide your annual salary by 2080 (the number of working - hours in a year). For example, your annual salary is $28,000.00 per year: $28,000.00 ÷ 2080 = $13.14 per hour.
Overtime wages will be paid in the pay period in which they are worked.
Please note that your paycheck of 7/31/2020 will contain your last semi-monthly period of earnings. Your next paycheck will be on 8/28/2020 which will only contain 14 possible days of earnings (8/1/2020 to 8/14/2020). We encourage you to review your personal budget situation and determine your income needs based on a biweekly pay schedule. Please refer to the Paycheck Calendar. In preparation for the conversion, here are additional suggestions of what you should you do to prepare:
Review your current tax withholdings elections to make any necessary changes. Pay particular attention to additional tax withholding amounts. See question 25 for more details.
Request that creditors adjust your automatic withdrawal or bill pay dates to align with your new pay schedule. Review any payment schedules for mortgage payments, utility bills, installment loans, child support orders, etc. to insure that the change in pay dates does not result in late payments. Review any automatic bank drafts or loan payment schedules set up with your bank.
Consider the Transition Assistance Program. See questions 16-20 for more details.
As always, please be sure to review your paycheck for accuracy.
In Order to assist employees through the biweekly pay cycle conversion, the City is offering two options under the Transition Assistance Program:
No, you can only elect one option.
No, you do not have to pay the City back, this is vacation time you have earned.
The hours will be deducted after the completion of the 8/14/2020 payroll. You must have the vacation hours available at that time to be pa
You can estimate your amount by calculating 40 x hourly rate as calculated in Question 13. Deductions will include SS, Medicare and Federal withholding at a mandatory 22%. The payroll calculator will assist in this calculation.
Look at your 7/15/2020 direct deposit slip. The amount deposited to your bank account, less any overtime or straight time, is what your pay advance will be equal to.
No. If you currently have your 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. Please review any secondary direct deposit accounts to confirm that you will have the appropriate amount deposited.
Yes. Direct deposit will have their pay deposited according to the new pay schedule. Please see the Paycheck Calendar for new pay dates.
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.
Yes. Because deductions are taken in arrears (ex. December deductions pay for January benefits coverage), the December pay check would be the last deduction of the plan year. The first deduction of the next plan year will be seen on your January paycheck.
The Tennessee Consolidated Retirement System retirement contributions are paid monthly based on a percentage basis.
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, and based upon federal and state regulations. For example, a garnishment deduction of 25% will continue to be taken at the rate of 25% each pay day. If the garnishment deduction is a fixed flat-dollar amount, the amount is recalculated to a biweekly amount. That calculation is multiplied out by a year and then divided by the total number of paychecks within the year. For example, if you have a semi-monthly $250.00 garnishment payment, it will look as follows: $250 x 24 semi-monthly payments = $6,000 yearly payments. $6,000 / 26 pay checks = $230.77 biweekly
Typically contributions are set up as a fixed flat-dollar amount, per pay period you may want to adjust that amount. The pay simulator will be show you the difference in take home pay should you make changes to your 457 deferred comp contributions.
If you have an additional tax amount deducted from your paycheck, that monthly amount will be calculated out to a yearly amount and then divided by 26 for a biweekly amount. If you do not want the current additional amount to be split in this manner, please submit a new W-4 Form to the payroll office by 7/31/2020 or you can do in ESS by that date. Changes to your tax withholdings are likely not necessary, unless you determine it would be appropriate given your specific situation. However, you may change your W-4 withholding at any time. Biweekly tax withholdings will continue to be based upon IRS guidelines. The IRS Publication 15 (Circular E) Employer’s Tax Guide can be accessed at www.irs.gov . You might also consider increasing your 457 deductions and FSA contributions during Open Enrollment, thereby reducing your taxable income. Contact HR benefits for information.
We will continue to tax you according to the Federal W-4 form you currently have on file. Your biweekly earnings will be taxed based upon the biweekly tax schedule set by the Internal Revenue Service. You can review the tax schedules on the following link: www.irs.gov
If you are uncertain about the impact of this additional paycheck and related deductions on your tax situation, please consult your personal tax advisor.
Yes. Ongoing communication will be shared with affected staff and their supervisors regarding the transition. Information will also be distributed to departmental HR/Payroll Contacts and information sessions will be offered for staff. You can also visit the Biweekly Pay Cycle Conversion webpage for up to date information.
Pay, tax deductions, or accruals questions should be directed to Payroll Sharon Seay, ext. 6148 . Benefit questions to HR Denise Johnson, ext.6209.