Frequently Asked Questions
Here is what you need to know about the transition to biweekly payroll.
- What is biweekly payroll?
Biweekly payroll is a pay schedule where employees receive their paychecks every two weeks, typically on the same weekday (every other Friday). This results in 26 pay periods per year instead of 24 in a semimonthly schedule. While individual paycheck amounts may be slightly lower compared to semimonthly payroll, employees receive two additional paychecks annually.
- Can I stay with semimonthly payroll and not be changed to biweekly payroll?
No, semimonthly payroll will no longer be offered. All employees will be paid biweekly.
- Why are we making this change?
We are changing this to standardize the pay period, workweek, and pay dates, enhancing the employee experience and payroll efficiency.
- What are the advantages/benefits of a biweekly payroll cycle?
- Easier Budgeting: Receiving a paycheck every two weeks can make budgeting and financial planning more predictable.
- Better Alignment with Overtime Calculations: For non-exempt employees, overtime calculations will align more seamlessly with the standard workweek.
- Overtime Pay: Non-exempt employees are compensated for overtime hours closer to the time they worked.
- Retirement Contributions: Some contributions to retirement plan accounts will occur to align with the biweekly payroll, allowing them to be invested sooner.
- Flexible Spending Accounts: Funds are deposited biweekly, giving employees access to those funds sooner.
- Adjustments: These will be processed in the next biweekly pay cycle, which is sooner than semimonthly.
- Enhanced Payroll Processing: The biweekly schedule streamlines payroll operations and reduces discrepancies.
- When will this change take effect?
- Your final semimonthly pay date will be Sept. 15, 2025, for the pay period Aug. 16 to 31, 2025.
- Your first biweekly pay date will be Sept. 26, 2025, for the pay period Sept. 1 to 14, 2025.
- Am I losing a paycheck?
No, this transition will not result in a reduction in salary. It is simply a change in pay cycle.
- Do I need to change my direct deposit?
You do not have to, but you may want to make changes if you have multiple accounts receiving payroll payments or if you have specific dollar amounts arranged. For example, if you have set up $100 to be put into a secondary account each pay period, you will want to change the amount to reflect 26 pay periods per year instead of 24 as with semimonthly payroll.
If you do want to make changes to your payment elections and direct deposit accounts, employees should update payment elections in Workday between September 1 and 14, 2025, so that they will be in effect for the first biweekly payroll.
Instructions: Payment Elections in Workday (Direct Deposit).
Contact HR Payroll for any questions on this topic.
- Will this impact when I see the deposit into my bank account?
Yes. Pay will be deposited according to the biweekly pay schedule. Please see the Payroll Calendar for pay dates.
- What if I pay some bills through automatic bill pay?
Many people have automatic bill pay set up for regular expenses, such as mortgage payments, student loan payments, or car payments. In that case, we encourage you to work directly with your financial institution(s) to change the payment dates as needed for a biweekly pay schedule.
- Does this transition impact leave accrual?
No, full-time benefit eligible employees will continue to earn vacation and sick hours at the end of the month, according to the current leave policy.
- What can employees do to prepare for Biweekly Payroll?
- Make a list of monthly expenses and due dates.
- If all bills are due on the first of the month, you can work with creditors to change the due dates schedule or set some money aside to meet future expenses.
- Review (and possibly change) your direct deposit set up. For example, if you have set up $100 to be put into a secondary account each pay period, you will want to change the amount to reflect 26 pay periods per year instead of 24 as with semimonthly payroll.
- Review (and possibly change) your W-4 Tax Exemptions/Allowances. If you have a flat amount designated for Extra Withholding, that same dollar amount will now be withheld every pay period.
- Work with your financial institution if you have automatic bill payment established.
- Stay vigilant about all communications regarding the payroll transition.
- Avoid delaying necessary personal financial adjustments until the last moment.
- I have been paying my deductions twice a month. How will this affect my deductions?
They are either flat amount deductions or a percentage of applicable wages.
- Flat amount deductions (for example dental and annuity contributions) will be taken from 24 paychecks. These deductions will not be taken from the third payday in the two months with three paychecks. This is commonly referred to as a "Deduction Holiday".
- Percentage-based deductions will be taken out every paycheck (for example payroll taxes, TRS and ORP).
Employees must update their annuity elections with their providers between September 1 – 14, 2025, to be in effect for the first biweekly pay cycle. If you do not update your elections during this period, any changes to your contribution amount will take effect in the next pay cycle.
Instructions: Managing Your Benefits in Workday.
Contact HR Payroll for any questions on this topic.
- Will I need to make changes to my taxes or withholdings?
If you have additional tax deducted from your paycheck, you may want to consider changing your withholdings. Any additional tax withholding will occur 26 times per year, rather than 24 times as with semimonthly payroll.
Employees can update their Tax Elections in Workday between September 1 – 14, 2025, to be in effect for the first biweekly pay cycle. If you do not update your tax elections during this period, any changes to your tax elections will take effect in the next pay cycle.
Instructions: Managing Tax Elections in Workday (Tax Form W-4).
Contact HR Payroll for any questions on this topic.
- How will this change in my pay frequency affect my federal income taxes?
Your income will continue to have taxes withheld according to the Federal W-4 form you currently have on file. Your earnings will have taxes withheld based on the biweekly tax schedules set by the Internal Revenue Service.
- Will there be ongoing communication?
Ongoing communication will be shared collegewide via various methods including, but not limited to:
- Biweekly Payroll website.
- Faculty/Staff Email Notices.
- Announcements at Fall Convocation.
Employees are encouraged to stay informed and attentive to any updates regarding the upcoming change.
