TRANSITION ASSISTANCE

Transcription

1 Going to Biweekly? Find out about TRANSITION ASSISTANCE What is Transition Assistance? Temporary financial help for eligible staff employees who are moving to biweekly pay. You can apply for one or both: A short term, no-interest loan of $100 to $1000 AND/OR Up to 80 hours of accrued vacation and/or comp-time payout Why Transition Assistance? Apply September 22 October 10, 2014 Moving to biweekly pay, you will be paid for every hour worked, but the timing and amount in each paycheck will be different than what you re used to. Your Nov. 19 paycheck will be smaller than a regular biweekly paycheck (see below). OCTOBER NOVEMBER DECEMBER Oct. 31 or Nov. 7 November 19 December 3 December 17 December 30 PAY PERIOD: Last monthly or semimonthly pay period IN PAYCHECK: Full pay as usual PAY PERIOD: d Nov. 1-8 SMALLER df PAYCHECK: 40 hours 1/2 Dec. deductions Transition Assistance payout PAY PERIOD: Nov IN PAYCHECK: 80 hours 1/2 Dec. deductions PAY PERIOD: Nov Dec. 6 IN PAYCHECK: 80 hours 1/2 Jan. deductions PAY PERIOD: Dec IN PAYCHECK: 80 hours 1/2 Jan. deductions Who is eligible? Non-exempt staff career, contract, limited, or per-diem employees going to biweekly pay who meet the criteria below. Have an appointment of at least 50% time Be on Active employment status and hired before October 3, 2014 If applying for the vacation/comp-time payout, you need to have enough accrued vacation or comp time to cover your request. If applying for the loan, you intend to be working at Berkeley until at least July 15, If you were previously approved for the program, you will need to resubmit an application. When will I receive my money? The loan or vacation/comp-time is paid out in the November 19, 2014 paycheck. When do I need to repay the loan? Repayment will begin on February 11, 2015 in equal installments over 12 biweekly paychecks. Applications will be accepted until October 10 Ask your supervisor or HR contact for an application or visit For help, please contact Campus Shared Services at , option 3; or send an to btap@berkeley.edu. caltime.berkeley.edu

2 UC BERKELEY BIWEEKLY PAY TRANSITION ASSISTANCE PROGRAM Application Period: Sept. 22, 2014 Oct. 10, 2014 Due: Must be received by 5:00 p.m. on October 10, 2014 Where to send: Signed applications should be sent via to or faxed to (510) , Ph: (510) , Press 3 Employee ID: Home Address: Name (as listed in Payroll System): Phone: Home: Cell: Department: 1. OPTIONS 2. ELIGIBILITY 3. TERMS & CONDITIONS 4. APPROVAL Payroll Title: All fields are required SELECT OPTION A AND/OR OPTION B Applications are subject to review for eligibility criteria and will be approved or denied via notification. A. SHORT TERM LOAN Request for a short term interest-free loan of $100 to $1,000. Restricted to non-exempt career, contract, limited, or per diem employees Appointments of at least 50% time Employees must be on active status, Hired prior to 10/03/14 No known separation by 07/15/15. Loan disbursements will paid out via employees regular disbursement method (i.e. check or direct deposit) on 11/19/14. Loan Repayment: Repayment will be made in equal installments through 12 biweekly payroll deductions and must be repaid by 07/15/15. An employee who receives a loan but leaves the University during the repayment period will have the remaining loan amount taken from the employee s final paycheck. I authorize payment of a loan in the amount of $ and I agree to the repayment in accordance with the conditions listed below. I also declare under penalty of perjury that I have read and agree to the following loan terms: I authorize the University of California to begin taking payroll deductions starting on February 11, 2015 paycheck in equal installments over 12 biweekly pay periods. The entire loan balance will be paid in full by July 15, 2015 or upon separation from the University, whichever is sooner. In the event I separate from the University, whether voluntarily or involuntarily, the University will declare the outstanding balance of the loan immediately due and payable. I agree that if the net amount of my final earnings is insufficient to repay the loan, I will repay the outstanding balance with a personal check. The payout of the loan is contingent on biweekly pay being implemented on November 1, B. ACCRUED VACATION/CTO CASH-OUT Request to cash-out accrued vacation and/or compensatory hours, not to exceed 80 hours total. Restricted to non-exempt career, contract, limited, or per diem employees Appointments of at least 50% time. Employees must be on active status Hired prior to 10/03/14. Cash-outs of accrued vacation or CTO will be paid via the employee s regular disbursement method (i.e. check or direct deposit) on 11/19/14. The total amount of requested CTO and/or vacation hours cannot exceed 80 hours. There must be sufficient accrued vacation available to cover the requested vacation hour cash out. Only the number of accrued vacation hours an employee has on record in the payroll system is eligible for cash out. In the event an employee requests a cash-out for more hours than are available at the time of payout, the employee will receive a payment of only the number of accrued hours on record. Payment will be subject to employees regular W-4 tax witholdings. I declare under penalty of perjury that I have read and agree to the following vacation/cto cash-out terms: I authorize the University of California to cash-out of my accrued vacation hours and/or of my accrued CTO hours to be paid out on November 19, 2014 by my regular method of earnings distribution. I understand that the amount I elect to cash out will be immediately deducted from my vacation/cto accruals at time of payment and will not be available for use any longer. I understand that my election for accrued vacation/cto cash-out is irrevocable. The payout of the vacation and/or compensatory hours is contingent on biweekly pay being implemented on November 1, Signature: Signature: Date Date:

3 UC BERKELEY BIWEEKLY PAYMENT SCHEDULE Advance preparation is recommended The payment schedule below displays the pay dates for October earnings through December. It conveys the pay period, pay date, eligible hours per pay period and payment of benefits. This schedule was created to assist non exempt employees in preparing for the transition to biweekly pay. Note: Eligible hours per work period are based on a full time non exempt staff employee. Transition assistance pay for approved employees will be paid on 11/19. Loans will not need to be repaid until your 2/15/15 biweekly pay check. Monthly Employees (typically paid on 1st or 8th) Pay Period Pay Date Financial Impact 10/1 10/31 10/31 or 11/7 Receive full pay, Pay full benefits. 10/31 pay date is for employee typically paid on the 1 st of the month 11/7 pay date is for employees typically paid on the 8 th of the month 11/1 11/8 11/19 1 st Biweekly (40 hour work period). Pay ½ December benefits. Payout of Transition Assistance pay 11/9 11/22 12/3 2 nd Biweekly (80 hour work period). Pay ½ December benefits. 11/23 12/6 12/17 3 rd Biweekly (80 hour work period). Pay ½ January benefits. 12/7 12/20 12/30 4 th Biweekly (80 hour work period). Pay ½ January benefits. Currently an employee s monthly paycheck is paid on the 1 st or 8 th of the month. A full monthly paycheck for October time will be issued 10/31 or 11/7. However in December the impact of transitioning to biweekly may be felt. Semi Monthly Employees (typically paid on 8th or Pay Period Pay Date Financial Impact 10/1 10/15 10/23 Receive full pay, no benefits are paid. Semi monthly employees only pay benefits on the 8 th of the month. 10/16 10/31 11/7 Receive full pay, Pay full benefits. 11/7 pay date is for employees typically paid on the 8 th of the month 11/1 11/8 11/19 1 st Biweekly (40 hour work period). Pay ½ December benefits. Payout of Transition Assistance pay 11/9 11/22 12/3 2 nd Biweekly (80 hour work period). Pay ½ December benefits. 11/23 12/6 12/17 3 rd Biweekly (80 hour work period). Pay ½ January benefits. 12/7 12/20 12/30 4 th Biweekly (80 hour work period). Pay ½ January benefits Currently an employee s semi monthly paycheck is paid on the 8 th of the month to pay bills due between the 1 st and 31 st of the month. A full semi monthly paycheck for the second half of October time will be issued on 11/7. Thereafter, the impact of transitioning to biweekly may be felt. 23rd)

4 Transition Assistance Program Frequently Asked Questions Last updated 8/15/14 1. What is the Transition Assistance Program? 2. Why should I consider applying for the Transition Assistance Program? 3. Who is eligible? 4. How long will the application period be? 5. How will the loan and/or vacation/comp-time cash-out be taxed? 6. How do I apply? 7. I applied back in April/May Do I need to submit a new application? 8. I applied back in April/May 2014 and was expecting to receive the payout on 8/29 or 9/8. What if I need the payout now? 9. How will I know if my application was received? How will I know if I was approved? 10. When will my loan and/or vacation/comp-time be paid out? 11. How will I receive the payment? 12. What if I do not have enough vacation or comp-time accrued? 13. Regarding the vacation or comp-time cash-out option, what if I use up some of my vacation or comp-time after I submit my application for transition assistance? 14. Do I need to pay back the vacation and/or comp-time? 15. How do I repay the loan? 16. Can I pay the loan back at an accelerated rate? 17. What if I am a student and do not qualify for the Transition Assistance Program? 18. Can I reuse the same application I sent in last time? 19. I have already rearranged some payments in anticipation of a bigger check on the 29th month what am I supposed to do? 20. If I don t end up needing the money, can I buy back my vacation or comp time? 21. When will I get my first regular paycheck once I go biweekly? 22. Where should I go if I need help with the Transition Assistance Program? of this 1. What is the Transition Assistance Program? The UC Berkeley Biweekly pay Transition Assistance Program is a temporary program to help eligible staff employees transitioning to biweekly pay. A short term no-interest loan and/or vacation/comp-time payout is available to eligible non-exempt employees. Loan option: minimum of $100 and a maximum of $1000 Vacation/Comp-time payout: up to 80 hours of accrued vacation and/or comp-time may be cashed out (a combined total of vacation/comp-time cashed out cannot exceed 80 hours). 2. Why should I consider applying for the Transition Assistance Program? The Transition Assistance Program was designed to help during the transition period from current pay cycles to biweekly pay. Full-time non-exempt staff employees who do not apply for a loan may have less money available at specific points in the month than they had previously. We encourage you to look at the biweekly payment schedule available at

5 exempt-employee-transition, evaluate your financial need during that transition pay period and consider whether the Transition Assistance Program is right for you. 3. Who is eligible? You are eligible if you are a non-exempt staff career, contract, limited or per diem employee converting to biweekly pay and you meet the following criteria: Vacation/comp-time cash-out Appointment is at least 50% time. Employment must be on Active status Hired prior to 10/03/14 Employee has enough existing accrued vacation and/or comp time to cover their request No-interest loan Appointment is at least 50% Employment must be on Active status Hired prior to 10/03/14 No known separation by 07/15/ How long will the application period be? Employees will be able to apply from September 22, 2014 to October 3, How will the loan and/or vacation/comp-time cash-out be taxed? The payout of vacation and/or comp-time will be subject to the W-4 withholdings that you have set up at the time that you receive payment (November 19, 2014). The loan will not be taxed at time of payout; however the loan repayments (beginning with the Feb. 11, 2015 pay check) will be deducted after taxes from your check. 6. How do I apply? You must complete, sign and submit the Transition Assistance Program application during the application period (September 22-October 3). The application form may be found at Signed applications can be turned in by: to btap@berkeley.edu Fax to (510) Hand delivered to Central HR, 192 University Hall 7. I applied back in April/May Do I need to submit a new application? Yes. We want to make sure that employees have a chance to decide if they need transition assistance, change the amount of assistance they require, etc. 8. I applied back in April/May 2014 and was expecting to receive the payout on 8/29 or 9/8. What if I need the payout now?

6 The Transition Assistance Program was created to temporarily assist employees during the transition to biweekly pay. Since the implementation date for the transition has been delayed until November 1, the payout to help with the transition is also delayed. 9. How will I know if my application was received? How will I know if I was approved? If you provide your address, you will receive an within 72 hours of receipt that your application was approved, denied or requires clarification. Further instructions will be provided if your form was not completed accurately and you will have an opportunity to correct it. 10. When will my loan and/or vacation/comp-time be paid out? Your requested loan and/or vacation or comp-time cash-out will be paid on November 19, How will I receive the payment? You will receive the payment as part of your November 19 paycheck by either direct deposit or paper check -- whichever way you are receiving your paycheck now. 12. What if I do not have enough vacation or comp-time accrued? Human Resources will only approve the payout for the vacation/comp-time that you have currently accrued and recorded in the Campus Payroll system. 13. Regarding the vacation or comp-time cash-out option, what if I use up some of my vacation or comp-time after I submit my application for transition assistance? When applying, please keep in mind any time off you are planning to take between your application date and November 19th, the payout date, because it will decrease the vacation and/or comp-time balance available to you on the payout date. At the time of payment, you will only receive a payout for the vacation and/or comp-time balance that is recorded in the payroll system at that time. 14. Do I need to pay back the vacation and/or comp-time? No. 15. How do I repay the loan? The loan will be repaid via payroll deduction. Repayment will be equally divided among 12 biweekly paychecks (Example: $1000 loan / 12 paychecks = $83.33 deducted from each check.) Loan payments will be deducted from your biweekly paycheck starting on February 11, The loan must be repaid by July 15, If you receive a loan but leave the University during the repayment period, you will have the remaining loan amount taken from your final paycheck. 16. Can I pay the loan back at an accelerated rate?

7 If you would like to pay back the loan earlier, you may mail or drop off a check to the Central Payroll Office. The check should be made out to UC REGENTS. Otherwise your biweekly check will reflect a deduction each pay period. The amount of the deduction will be calculated by Payroll based upon the amount of the loan. Central Payroll is located at: 2195 Hearst Avenue, Ste. 120 Berkeley, CA Customer Service Window hours are: M-F, 12:30pm -2:30pm 17. What if I am a student and so do not qualify for the Transition Assistance Program? You may apply for an emergency loan from the financial aid and scholarship office. More information may be found at Can I reuse the same application I sent in last time? No. A new application is available with the new payment schedule based on the November 1 implementation date. 19. I have already rearranged some payments in anticipation of a bigger check on the 29th of this month what am I supposed to do? We apologize for the inconvenience that this has caused for you. However, the vacation/comp time/ loan payout is to help with the transition to biweekly, and the transition date to biweekly has been changed to Nov If I don t end up needing the money, can I buy back my vacation or comp time? No. 21. When will I get my first regular paycheck once I go biweekly? Please see the biweekly payment schedule for details Where should I go if I need help with the Transition Assistance Program? Please send an to btap@berkeley.edu or contact Campus Shared Services at , option 3. If you have feedback, please send an to caltimeteam@berkeley.edu. For more information, visit

8 UCB BIWEEKLY PAYROLL CALENDAR 2015 BIWEEKLY PAYDAYS PAY PERIOD ENDS BENEFITS DEDUCTION HOLIDAY ( Feb. 11, Sept. 9) HOLIDAYS JANUARY Working days in month: 23 Working hours: FEBRUARY MARCH Working days in month: 20 Working hours: 160 Working days in month: 21 Working hours: APRIL MAY JUNE Working days in month: 22 Working hours: 176 Working days in month: 22 Working hours: 176 Working days in month: 21 Working hours: JULY AUGUST SEPTEMBER Working days in month: 23 Working hours: 184 Working days in month: 21 Working hours: 168 Working days in month: 22 Working hours: OCTOBER NOVEMBER DECEMBER Working days in month: 23 Working hours: 184 Working days in month: 20 Working hours: 160 Working days in month: 23 Working hours: