New Dates for Bi-Weekly Pay Cycle & Time Reporting System


Re: New Implementation Dates for Bi-Weekly Pay Cycle and Time Reporting System (TRS)

Based on further analysis, as well as feedback from employees and employee organizations, we are writing to let you know that a new implementation date of July 1, 2012, has been chosen for the planned implementation of the bi-weekly pay schedule for non-exempt staff members who are currently paid on a monthly cycle. This new target date will provide additional lead time to prepare for the new business processes related to the UCPath initiative.

As you know, the transition to a bi-weekly pay cycle for all non-exempt staff and use of an online Time Reporting System (TRS) for those who are not already utilizing an automated system are two concurrent activities that support plans to implement the UCPath initiative. There will be a phased implementation of the TRS transition; however, for the bi-weekly transition, a single implementation date, July 1st, is planned.

In order to maximize cash flow for the first two months following the pay cycle transition, the July 1st date will provide the following pay checks:

  • June 29th - final monthly pay check
  • July 18th - for the work performed between July 1st and July 7th
  • August 1st – for a full two week period
  • August 15th – for a full two week period
  • August 29th – for a full two week period

As previously proposed, two temporary assistance programs will be available to help employees with the transition: an interest-free loan program up to a maximum of $1,000 and a cash-out option for use of accrued vacation up to 40 hours. Employees have the option of participating in either one or a combination of the two programs. (Payroll Services will provide updated information regarding the revised dates during which employees may sign up to participate in these programs.)

An additional advantage for employees is that as of July 1, 2012, it is planned that all non-exempt employees, including those already on a bi-weekly pay schedule and those transitioning as part of the bi-weekly conversion, will have most of their payroll deductions for benefit plans split evenly between the paychecks received each month. This action means that the net amount of the two paychecks received each month will be equalized and will likely make monthly budgeting easier.

Lastly, with regard to time reporting, some staff members in departments using manual time reporting methods have successfully transitioned to TRS as of this month.

The remaining staff, currently reporting their time manually, will transition as follows:

  • Exempt monthly and policy covered bi-weekly staff will transition to TRS as initially planned on April 1, 2012.
  • For non-exempt monthly staff (transitioning to a bi-weekly pay cycle) and represented staff, July 1, 2012, is the new date planned for TRS implementation.

Please distribute this memo to policy-covered (non-represented) employees in your organization to ensure that they are aware of the new implementation dates. For exclusively represented employees, our Labor Relations Offices are notifying unions of the proposed changes, which are subject to requirements of the Higher Education Employer-Employee Relations Act (HEERA).

Departmental training and information sessions for employees will be continuing during the next several months on both topics.

We will appreciate your efforts to share this important information within your organization.


Allison Baird-James
Associate Vice Chancellor/Controller
Corporate Financial Services
Lubbe Levin
Associate Vice Chancellor
Mark Speare
Chief Human Resources Officer
Health Sciences


Payroll Services
Phone: (310) 794-8728 | Fax: (310) 794-8751