Frequently Asked Questions

Recognized as a top business practice, having all employees on a semimonthly pay cycle will provide more accurate and timely reporting, and ensure a more efficient payroll process. Here is what you need to know about the transition.

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  • What is semimonthly payroll?

    It is a pay cycle in which employees are paid twice a month, on the 15th and the last day of the month. Employees will receive 24 paychecks in a year. Non-exempt employees will be paid for actual hours worked per pay period.

  • Can I stay with monthly payroll and not be changed to semimonthly payroll?

    No, monthly payroll will no longer be offered. All employees will be paid semimonthly.

  • Why are we making this change?

    We are making this change to utilize Workday, the new ERP system, and to standardize pay for all college employees.

  • What are the advantages/benefits of a semimonthly payroll cycle?
    • Utilize the new Workday system and maximize its functionality.
    • Employees are paid more frequently, twice monthly, rather than once.
    • Ensures a more consistent cash flow for employees.
    • Semimonthly payroll aligns with industry standards among many organizations and is often considered best practice.
    • Non-exempt employees are paid for actual hours worked rather than estimated hours.
    • Non-exempt employees are compensated for overtime hours closer to the time they worked rather than waiting for the following month.
    • Funds are deposited semimonthly into Health Savings and Flexible Spending accounts, giving employees access to those funds sooner.
    • Contributions to retirement plan accounts happens semimonthly, allowing them to be invested sooner.
    • Corrections are addressed in the next semimonthly payroll cycle rather than waiting for the following month.
    • Depending on their start date, new hires may receive their initial paycheck sooner.
    • Vacation and sick leave balance are more accurate.
    • More efficient and accurate payroll processing and reporting
  • When will this change take effect?
    • Full-time employees will receive their last monthly payroll for the month of December on Wednesday, December 18, 2024. This paycheck will include earnings for the pay period of December 1 to 31, 2024.
    • Full-time employees will receive their first semimonthly paycheck on January 31, 2025. This will be the earnings for the pay period of January 1 to January 15, 2025. The paycheck will be half of the monthly amount employees received while on a monthly pay cycle.
  • Am I losing a paycheck?

    No, this transition will not result in a reduction in salary. It is simply a 15-day lag pay cycle of the time worked.

  • 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 setup for $100 to be put into a secondary account each month, you will want to change the amount to $50, since it is applied each pay period. You will be able to make these changes in the first two weeks of January 2025 as soon as the new ERP self-service is available for employees.

    Additional details will be coming.

  • Will this impact when I see the deposit into my bank account?

    Yes. Pay will be deposited according to the semimonthly 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 semimonthly 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 Semimonthly 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 a flat dollar amount going to a secondary account, that amount will come out of every payday, not just once per month, so the monthly amount will double.
    • 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 twice a month instead of monthly. 
    • Work with your financial institution if you have automatic bill payment established.
    • Stay vigilant about all communications regarding the semimonthly payroll transition.
    • Avoid delaying necessary personal financial adjustments until the last moment.
  • I have been paying my deductions once a month. Will this change with the semimonthly payroll?

    Yes. Payroll deductions will be split across the semimonthly paychecks. Deductions are either fixed amounts or a percentage of applicable wages.

    • Fixed deductions will be divided and deducted twice a month (for example dental and annuity contributions).
    • Percentage-based deductions will be taken out every paycheck (for example payroll taxes, TRS and ORP).

    Please note that a one-time deduction of the full month’s premium will be collected in the first semimonthly payroll (January 31, 2025).

    Please see the table below demonstrating the collection of medical insurance/premiums.

    Example: Employee at $3,000 Gross Pay
    Pay Period Pay Date Gross Pay Benefit Deductions ( ? ) Other Deductions ( ? ) Net Pay
    Monthly Pay Schedule
    Dec. 1 - 31, 2024 Dec. 18, 2024 $3,000 $250 $300 $2,450*
    Jan 1 - 31, 2025 Jan. 31, 2025 $3,000 $250 $300 $2,450
    Totals for December and January: $6,000 $500 $600 $4,900
    Transition to Semimonthly
    Dec. 1 - 31, 2024 Dec. 18, 2024 $3,000 $250 $300 $2,450*
    Gap Bridging Retention Payment Dec. 31, 2024 $1,500 - $150 $1,350
    Jan. 1 - 15, 2025 Jan. 31, 2025 $1,500 $250** $150 $1,100
    Totals for December and January: $6,000 $500 $600 $4,900
    Semimonthly Pay Schedule
    Jan. 16 - 31, 2025 Feb. 15, 2025 $1,500 $125 $150 $1,225
    Feb. 1 - 15, 2025 Feb. 28, 2025 $1,500 $125 $150 $1,225
    Totals for February: $3,000 $250 $300 $2,450*
    • * - The semimonthly pay and deductions for February are equivalent to the monthly pay and deductions.
    • ** - Full monthly premium collected due to transition to semimonthly.

    You may need to make changes to your Annuity contribution. For example, if you have setup for $100 for your Annuity account each month, you will want to change the amount to $50, since it is applied each pay period. You will be able to make these changes in the first two weeks of January 2025 as soon as the new ERP self-service is available for employees. Additional details will be coming.

  • Will I need to make changes to my taxes or withholdings?

    You may want to consider changing your withholdings if you have additional tax deducted from your paycheck. Suppose you currently have $100 set for additional withholding on your W-4 form. That amount applies each pay period, so you would now have $200 withheld each month. You could change the $100 to $50, so the withholding stays at the same $100 each month.

    You will be able to make these changes in the first two weeks of January 2025 as soon as the new ERP self-service is available for employees. Additional details will be coming.

  • 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 semimonthly 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:

    • Semimonthly Payroll website.
    • Faculty/Staff Email Notices.
    • “The Spotlight” ERP Implementation Monthly Newsletter.
    • Posters around the college campuses.
    • Announcements at Fall Convocation.

    Employees should stay alert and informed about any updates related to the upcoming change.

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