Single Payroll

The Single Payroll project is a system-wide initiative to standardize UW System payroll by eliminating the monthly payroll cycle and moving employees currently paid monthly to the biweekly payroll cycle. Included as part of this project, benefit deductions will be split evenly over the biweekly paychecks. Below are resources and common questions and answers that you may have as it relates to the Single Payroll project.

Your Saving & Spending Plan (Budget) Workshops

A change in payroll frequency and timing of deductions may bring up questions and extra financial stress. In this webinar, UW Credit Union Financial Mentors will help you to answer those questions and to create a spending and saving plan that works for you. This session will also provide options to consider if you will face a temporary budget shortfall due to a payroll change.

Registration is required and can be done up until the workshop starts.

Workshop Presentations

Back to top


Town Hall Meetings

Attend one of four online Single Payroll Town Hall Meetings. Learn how you will be paid during the transition, how the new payroll schedule will affect your paycheck, and what you can do to prepare for the change. You will be able to ask questions of the presenters in the chat feature. Learn when the split benefits deductions go into effect, how they will affect your paycheck, and what to do to prepare for the change. Each session will cover the same information. We will post the recordings (with closed caption) and slides following each Town Hall meeting.

Single Payroll Town Hall - overview for all employees paid monthly
Wednesday, March 3, 2021, Noon - 1:00 PM

This session is open to all employees who are paid monthly to provide an overview of the new pay period and payroll schedule, preview the change in benefits deductions, and answer your questions about the change.

Presenters: Dan Chanen (UW System Interim Associate Vice President & Chief Human Resource Officer), Jenny Hanewall-Marnocha (UWSS Interim Assistant Director Customer Support and Service Delivery)
Presentation video
Presentation slides

Single Payroll Town Hall - information for 9-month contract employees
Tuesday, May 4, 2021, 8:00-9:00 AM

This session is open to employees who are on a 9-month contract to explain the new pay period and payroll schedule, describe how benefits deductions will be made, and answer your questions about the change.
If you require sign language interpretation accommodations for this event contact Tom Thieding by Wednesday, April 27.

Presenters: Dan Chanen (UW System Interim Associate Vice President & Chief Human Resource Officer), Jenny Hanewall-Marnocha (UWSS Interim Assistant Director Customer Support and Service Delivery)
Event address for attendees
Event password: UWSAspth54
Audio conference: 1-415-655-0003
Access code: 120 654 0515

Single Payroll Town Hall - information for 12-month contract employees
Thursday, May 13, 2021, 4:00-5:00 PM

This session is open to employees who are on a 12-month contract to explain the new pay period and payroll schedule, describe how benefits deductions will be made, and answer your questions about the change.
If you require sign language interpretation accommodations for this event contact Tom Thieding by Thursday, May 6.

Presenters: Dan Chanen (UW System Interim Associate Vice President & Chief Human Resource Officer), Jenny Hanewall-Marnocha (UWSS Interim Assistant Director Customer Support and Service Delivery)
Event address for attendees
Event password: UWSAspth513
Audio conference: 1-415-655-0003
Access code: 120 174 7323

Single Payroll Town Hall - open session for all employees paid monthly
Monday, May 17, 2021, 1:00-2:00 PM

This session is open to all employees who are paid monthly to explain the new pay period and payroll schedule, describe how benefits deductions will be made, and answer your questions about the change.
If you require sign language interpretation accommodations for this event contact Tom Thieding by Monday, May 10.

Presenters: Dan Chanen (UW System Interim Associate Vice President & Chief Human Resource Officer), Jenny Hanewall-Marnocha (UWSS Interim Assistant Director Customer Support and Service Delivery)
Event address for attendees
Event password: UWSAspth517
Audio conference: 1-415-655-0003
Access code: 120 763 3948

Back to top

FAQ

What does single payroll mean?

Single Payroll means moving UW System employees who are paid monthly to a biweekly payroll schedule. It is important to note that your annual salary amount will not change because of the change in paycheck frequency.

How does this benefit me?

  • Biweekly paycheck is more frequent.
  • You will receive your paycheck on the same day (Thursday) each pay period.
  • Most benefits deductions will be split evenly over two paychecks instead of being deducted from one paycheck.

When will single payroll go into effect? *Updated*

  • Employees who are currently paid monthly will be paid on a biweekly schedule beginning in July.
  • Academic year contracts beginning between August 15 and August 28, 2021, can expect a first payment date of September 9, 2021.
  • Academic year contracts beginning August 29, 2021, or later can expect a first payment date of September 23, 2021.

Why is this change being made?

The change is being made to help create payroll efficiencies and cost savings, and is supported by the 2020FWD Strategic Framework and UW System's CORE initiative to create efficiencies in key human resource functions.

Will employees lose two weeks of pay due to the change from being paid monthly to biweekly? *Updated*

  • No. Currently you are paid at the end of the month for the month you just worked. When we move to the biweekly pay schedule, you will be paid every other Thursday for the two-week period that ended 12 days before each pay date.
  • This is what your paychecks will look like during the transition:
    • You will get a full monthly paycheck paid on 6/30/2021 (pay for work during the entire month of June).
    • You will receive a partial monthly paycheck on 7/30/2021 (pay for work from July 1–July 17).
    • You will then receive your first biweekly paycheck on 8/12/2021 (pay for work from July 18–July 31).
    • You will continue getting a biweekly paycheck for the two weeks of work you completed 12 days earlier through the length of your employment.
  • You will get fully paid for the entire length of your employment based on the biweekly payroll calendar.
  • Review the 2021 Pay Schedule for the remaining 2021 pay periods and pay dates.

How will premium deductions be made in biweekly paychecks once the change in made? *Updated*

  • Full monthly paycheck paid on 6/30/2021 (pay for month of June). Full benefit premiums will be deducted from this check.
  • Partial monthly paycheck paid on 7/30/2021 (pay for July 1 – July 17). Full benefit premiums will be deducted from this check.
  • First biweekly paycheck paid on 8/12/2021 (pay for July 18 – July 31). Benefit premiums will not be deducted from this check.
  • Next biweekly paycheck paid on 8/26/2021 (pay for 8/1 - 8/14). Half of the benefit premiums will be deducted from this check (1st half of Sept premiums).
  • Next biweekly paycheck paid on 9/9/2021 (pay for 8/15 - 8/28). Remaining half of the benefit premiums will be deducted from this check (2nd half of Sept premiums).
  • Review the 2021 Pay Schedule for the remaining 2021 pay periods and pay dates.

What will change for me and my paycheck?

All UW System employees will receive paychecks biweekly, every other Thursday.

  • 26 paychecks annually for A-Basis (Annual) and hourly employees
  • 19-20 paychecks annually (depending on contract dates) for C-Basis (Academic) employees

When will I receive my paycheck?

Employees will receive paychecks every other Thursday.

Why aren't paychecks being issued on the 1st and 15th of each month?

Issuing paychecks biweekly is more consistent and you will receive your paycheck the same day each pay period.

Will I receive my checks sooner?

Yes, for employees currently paid monthly, you will receive a paycheck every two weeks. For academic staff on nine-month contracts, you will receive your first paycheck in September instead of October.

Will I get paid for 9 months of work over 12 months?

No, the biweekly pay periods will still be tied to the 9 months of work.

Will there be a paycheck estimator tool available for employees to see how their paychecks are affected? *Updated*

Academic Staff employees and University Staff employees are on different calendars. Are those going to change?

Employees on a 9-month contract or a 12-month contract will continue to work 9 or 12 months respectively. There will be one biweekly payroll calendar for all.

I'm currently paid monthly. What do I need to do?

If you are currently paid monthly, review your personal finances to budget for biweekly paychecks.

If you have automatic/online payments set up (for example, mortgage payment, car loan, utilities, etc.), you may want to review your monthly finances and prepare for biweekly paychecks and split benefits deductions. If you have payroll deductions that are flat dollar amounts (for example, Tax-Sheltered Annuity (TSA) 403(b), Wisconsin Deferred Compensation (WDC) 457, additional tax deductions, direct deposits into multiple accounts, etc.), you may want to change these amounts. You will be contacted with information on how to change your flat dollar amount deductions. The deadline to make WDC deduction changes to the July payroll is June 30, 2021.

Will this affect my tax withholdings and garnishments?

  • Total tax deductions on an annual basis will be the same. Tax withholding on a biweekly paycheck will be less than on a monthly paycheck since you will receive more paychecks.
  • If you take an additional flat amount out for taxes, you will want to adjust the amount to deduct over 26 paychecks (A-basis and hourly employees only).
  • Garnishments will automatically be adjusted. Agencies will be informed of the frequency change and what deduction amounts or calculations will be affected.

How will split benefits deductions affect me and my paycheck? *Updated

Most deductions for benefits will be divided evenly between the first two pay periods of each month. Some examples of benefits deductions include:
  • Health Insurance
  • Dental insurance
  • Vision Insurance
  • Life insurance
In months when there are three pay periods, benefits deductions will not be taken from that pay period with the exception of Wisconsin Retirement System, Tax Sheltered Annuity 403(b) and Wisconsin Deferred Compensation 457 contributions.

Will this affect my Wisconsin Retirement System (WRS) contributions?

Your annual WRS contributions will remain the same. WRS contributions will be deducted on a biweekly basis based on your gross earnings for that paycheck. WRS contributions on a biweekly paycheck will be less than on a monthly paycheck, but the contributions ultimately equal the same amount.

How will my UW Tax-Sheltered Annuity (TSA) 403(b) and Wisconsin Deferred Compensation (WDC) 457 Program deductions be affected by the monthly to biweekly transition?

If you have elected to contribute a flat dollar amount per pay period to the UW Tax-Sheltered Annuity (TSA) 403(b) Program and/or the Wisconsin Deferred Compensation (WDC) 457 Program, you may want to adjust your election to a different flat dollar amount so that your monthly total is the same or consider making a percent election prior to the transition to biweekly payroll. The deadline for WDC deduction changes to the July payroll is June 30, 2021.

  • UW Tax-Sheltered Annuity (TSA) 403(b) Program contribution changes can be made one of two ways:
    • Log into the MyUW Portal (Note that initial enrollments or stops cannot be completed through the portal. A Salary Reduction Agreement is needed.)
    • Complete a Salary Reduction Agreement.
  • Wisconsin Deferred Compensation (WDC) 457 Program contribution changes can be made by contacting WDC directly or 877-457-9327.

Effective with the transition to biweekly payroll, TSA and WDC will be deducted from all paychecks including Summer service and Summer session.

Will my Health Opt-Out Incentive payment change? *Updated*

  • Health Opt-Out Incentive payments will transition to align with the biweekly payroll schedule.
  • Employees who are currently paid monthly will receive the Health Opt Out incentive on their 6/30/2021 paycheck. This will be the 7th payment in 2021. The first biweekly Health Opt Out Incentive payment will be paid on the 8/26/2021 paycheck. Health Opt Out incentives will not be on the paid on 7/30/21 or 8/12/21 paycheck to facilitate the transition to the biweekly pay schedule.
  • Employees who elected the Health Opt Out Incentive for the entire plan year will receive the full $2,000 payment in 2021 (employees hired mid-year or who make changes due to a life event receive a pro-rated share of the Health Opt-Out Incentive).

Will my Health Savings Account (HSA) employer contribution change? *Updated*

  • Health Savings Account (HSA) employer contributions will transition to align with the biweekly payroll schedule.
  • Employees who are currently paid monthly will receive the HSA Employer contribution on their 6/30/2021 paycheck. This will be the 7th payment in 2021. The first biweekly HSA employer contribution will be paid on the 8/26/2021 paycheck. HSA Employer contribution will not be paid on the 7/30/21 or 8/12/21 paycheck to facilitate the transition to a biweekly pay schedule.
  • Employees who elected the HSA for the entire plan year will receive the full $1,500 for family coverage / $750 for single coverage in 2021 (employees hired mid-year or who make changes due to a life event receive a pro-rated share of the HSA employer contribution).

When are deductions being taken in July?

The partial monthly paycheck payable on 7/30/2021 (pay through July 17) will have full benefit premium deductions.

Will my earned leave be affected?

No. Annual leave accrual amounts will not be affected by this change.

Will this change the timing of my annual leave allocation?

No. University Staff employees will continue to have leave allocated on a calendar year basis and Faculty, Academic Staff and Limited Appointees (both exempt and non-exempt) will continue to have leave allocated on a fiscal year basis.

Will all employees need to report time on a timesheet?

No. The need to record daily hours worked on a timesheet is based on exempt or non-exempt FLSA status, not paycheck frequency.


Resources

Paycheck Resources

Back to top

Employee Assistance Program

The EAP provides confidential resources for employees and family members to address personal/work-related concerns. Additionally, the EAP can assist with financial situations. EAP services are provided at no cost (to you and members of your household). For more information review the Employee Assistance Program (EAP) webpage.

Back to top