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Payroll and HR

Exempt employees transition to biweekly payroll and web time entry on Aug. 1

Jul 24, 2017

In mid-June, we began the transition to web-based time entry and biweekly payroll with students and temp casual employees. Non-exempt employees transitioned mid-July and exempt employees will transition on Aug. 1. These changes are part of the university's move to update and modernize its timekeeping and payroll systems to make processes easier for our students, faculty and staff, and to adopt operational best practices utilized by many other universities. Please be aware of the following important information as we continue this process:

Exempt employees will continue to use a paper timesheet through July for exception reporting (vacation, sick leave, etc.). This timesheet will be due to Payroll Aug. 4. Beginning Aug. 1, exempt employees will use the Leave Reporting feature on insidePacific for exception reporting. A change in leave reporting will be to report either whole or half days of leave instead of the number of hours. For example, if you have 28 hours of sick leave, you will report 3.5 days. Information on the ½ day rule will be covered in the online training available mid-August and also on the payroll website in September. The payroll period for reporting leave remains as the calendar month, and supervisors must approve the leave by the sixth of the following month. Exempt employees will receive their last semimonthly paycheck July 26, which covers work days from July 16 to 31, and will transition to biweekly payroll Aug. 1. They will receive a transition check Aug. 11 covering work days from August 1 to 6 and will receive their first full biweekly paycheck Aug. 25 covering work days from Aug. 7 to 20. 

Non-exempt employees began entering time online through insidePacific as of July 16. Their last semimonthly paycheck was issued July 10, covering work days from July 1 to 15. They will receive a transition check July 28 covering work days from July 16 to 23 and will receive their first full biweekly paycheck on Aug. 11 covering work days from July 24 to Aug. 6. Two training modules, Web Time Entry for Non-Exempt Staff and Web Time Entry for Approvers (log-in required) are available to help you understand this process.

Biweekly paycheck issue dates
Remember that paycheck issue dates will be different following the transition to biweekly payroll. Please review any automatic payments or deductions you have set up, including supplemental retirement contributions, and adjust as necessary. View the biweekly web time entry calendar for a schedule of pay periods and paycheck issue dates through the end of this year.

Transition Assistance Plan payouts
The deadline to apply for the vacation cash-out and/or interest-free loan is Aug. 3.
 Funds will be disbursed for approved requests on Aug. 28 for the vacation cash out and Aug. 29 for the transition loan. Review more information and apply using the Transition Assistance Loan request form and/or the Vacation Cash Out request form (log-in required). Payroll staff are available to assist with any questions. More information is available on the Web Time Entry and Biweekly Payroll SharePoint site (log-in required).

For questions or assistance, you may contact Payroll by phone at 209.946.2158 or by email payroll@pacific.edu or your campus Human Resources office: Stockton: 209.946.2124 or email Linda Jeffers; Sacramento: 916.739.7031 or email Laura Allen; San Francisco: 415.929.6468 or email Kara Bell.  

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