2017 Payroll Change
Starting January 1, 2017, the college's full-time hourly staff will be paid the actual hours worked from their timesheet submission rather than 1/24th of their annual pay each pay period.
In order to facilitate this change, the hourly payroll calendar must have consistent, semi-monthly dates – meaning the 1st-15th of the month and the 16th-last day of the month. This will not be a consistent number of days in the pay periods but it will be a consistent calendar. Therefore, the timecards will change from a two-week timecard to a semi-monthly timecard.
Why is the college making this change?
With recent and upcoming changes to the Affordable Care Act (ACA) and Fair Labor Standards Act (FLSA), exact reporting and payment of hours worked has become more critical. By paying employees for actual hours worked, reporting of worked hours, overtime, vacation and sick, will be more timely and cleaner.
The college's practice has been to have employees submit timecards, and then have Payroll staff adjust hours to the default hours for the pay cycle (currently 87) to spread pay over 24 pay cycles. The result is having a timesheet that says one thing and a pay check history that says something else.
Currently, overtime hours are calculated manually. Implementation of this payroll change will allow overtime pay to be calculated automatically and help to ensure compliance with JCCC's Overtime Compensation Policy 418.06.
What if I am a part-time hourly employee? How will this affect my pay?
There is no effect on part-time hourly employees except for the number of days on your timesheet. Instead of completing a two- or three-week timesheet, you will complete a semi-monthly timesheet. The timesheet will represent the 1st-15th and the 16th-end of month.
What will time entry periods be?
There will be two timesheets each month. The first time period will be from the 1st day of the month through the 15th day of the month. You will receive pay on the last day of the month for hours entered for the 1st through the 15th. The second time period will be from the 16th day of the month through the end of the month. The last day of the month will vary depending on whether the month contains 30 or 31 days. In February the last day will be the 28th, or the 29th during leap years. You will receive pay on the 15th of the next month for hours entered for the 16th through the last day of the previous month.
Will pay dates change?
No, pay dates will not change. Pay dates will continue to be on the 15th and the last day of the month. If the 15th or the last day of the month falls on a weekend or holiday, the pay date will be the day prior to the weekend or holiday.
How will my pay be affected?
You will be paid for all hours worked as well as for any leave time taken or holiday hours that fall within the timesheet time period. The amount of pay received each pay period will depend upon the number of days within the timesheet period.
Will I still enter hours online as I have in the past?
You will enter your regular hours worked and your leave hours taken just as you have in the past. The one exception will be overtime entries. No longer will it be necessary to list overtime hours. The computer system will figure overtime.
Time periods will not all be in even weeks, so in order to enter all hours you will use the "next" navigation button to move from screen to screen until you have entered all of the appropriate hours for the time period.
How will I know I received overtime pay?
The computer system will add together the total number of regular hours, holiday hours, and bereavement and jury duty hours on your timesheet for each week (Sunday through Saturday) in order to determine if overtime pay is due. The system will first pay you your regular hourly rate for all of those hours and then pay you 50 percent more of your hourly rate for hours over 40. The 50 percent portion will be listed as OVT on your pay stub. Below is an example of how overtime currently appears on pay stubs and how it will appear after the change. Although the entries differ, the total amount is the same in both examples. (Only one week is represented in the examples).
Example of Current Pay Stub Overtime Entry
Example of Future Pay Stub Overtime Entry
Hours taken as vacation, sick leave, personal days and floating holidays will all be paid at your regular hourly rate.
How will overtime be paid on weeks that are not complete weeks (Sunday through Saturday)?
The computer system will retain information on partial week hours from the previous pay period (if any) and calculate overtime if applicable.
When should I submit my timesheet?
Your timesheet must be submitted no later than one day after the end of the timesheet period.
What if I forget to submit my timesheet?
The procedure of completing a manual timesheet will remain the same. In order to ensure that there is no disruption to your pay, please be responsible and submit your online timesheet when it is due.
If you have questions not covered above, please submit them via email.
For more information, read Timecard and Payroll Changes for 2017, which includes a pay comparison between the old and new methods, the Timesheet Entry Quick Reference Card and the updated Hourly Payroll Calendar.