Information on Transition Assistance Programs & Bi-weekly Pay Cycle Standardization

DEANS, DIRECTORS, DEPARTMENT CHAIRS and ADMINISTRATIVE OFFICERS

Re: Transition Assistance Programs—Bi-weekly Pay Cycle Standardization

As noted in our January 24, 2012, memo to you describing the Proposed Pay Cycle Standardization, UCLA’s non-exempt staff employees who are currently on a monthly pay schedule will be transitioning to a bi-weekly pay schedule as of April 1, 2012.

Transition Assistance Programs Announced

To minimize any financial hardships that staff members may incur during the transition, we are pleased to let you know that UCLA will be offering two Transition Assistance Programs which can be utilized by those employees who are included in the transition: an interest-free loan program with a maximum of $1,000 and the opportunity to receive cash out of their accrued vacation leave up to 80 hours. Employees have the option of participating in either one or a combination of the two programs.

The request period for transition assistance will begin March 1, 2012, and close April 13, 2012. Employees will need to submit a loan request form to Payroll Services and/or a vacation cash-out form to their HR coordinator. Forms for this purpose will be available online or in Payroll Services, Suite 600, at the Wilshire Center for those employees who do not have access to a computer. Disbursements will be made on April 25, 2012.

Payroll Deductions for Benefit Plans

In addition to these special programs for non-exempt staff who will be moving from monthly to bi-weekly pay schedules, we have also received approval from the Office of the President to make a change in the way some benefit plan deductions are handled for all bi-weekly paid employees, including those currently on the bi-weekly schedule. As you may know, the full monthly cost for medical coverage, legal insurance and flexible spending account participation for dependent and health care are all taken from one bi-weekly paycheck, while most other benefit deductions are split evenly across the two bi-weekly paychecks. Starting with the paycheck received on April 25, 2012, the payroll deduction for the plans listed here will be handled in the same way as all other payroll deductions and be split evenly between the two paychecks received each month. More details will be provided soon through central Benefit Services Offices.

Employee Information Sessions Coming Soon

There will be information sessions for employees regarding the new pay schedule, as well as the transition programs. Dates and locations of the sessions will be announced by department HR coordinators. In addition, frequently asked questions about the pay cycle and transition programs are available in Related Information.

Please ensure that policy-covered (non-represented) staff members in your organization are aware of the pay-cycle changes that will affect them, as well as the temporary transition assistance programs. For exclusively represented employees, our Labor Relations offices have notified the respective unions of these changes, which are subject to requirements of the Higher Education Employer-Employee Relations Act (HEERA).

We appreciate your ongoing support and ensuring that your organization is informed about these issues.

Sincerely,

Campus Human Resources, Benefits Services
Phone: (310) 794-0830 | Fax: (310) 794-0835