Payday is always the first day of each month for career employees. If the first falls on Saturday, Sunday, or a public holiday, then payday will be the Friday before the first of the month or the day before the public holiday. An exception to this rule is January 1. PayDay will be the first scheduled work day after the holiday.
Frequently Asked Questions
The Payroll Division is not qualified to answer this question. You should contact a tax accountant.
Exempt employees are not allowed to be compensated for overtime. According to Personnel Policies for Staff Members (PPSM) Policy 31, "Hours of Work":
EXEMPT EMPLOYEES
The workweek for full-time exempt employees is normally considered to be 40 hours, and for part-time employees the proportion of 40 hours equivalent to the appointment percentage; however, greater emphasis is placed on meeting the responsibilities assigned to the position than on working a specified number of hours. Exempt employees do not receive overtime compensation or compensatory time off, or additional compensation beyond the established salary for the position except as provided in Staff Policy 30.I, Administrative Stipend for Temporary Assignments.
The accrual of compensatory time for exempt employees violates University Personnel Policies for Staff Members Policy 31, "Hours of Work":
EXEMPT EMPLOYEES
The workweek for full-time exempt employees is normally considered to be 40 hours, and for part-time employees the proportion of 40 hours equivalent to the appointment percentage; however, greater emphasis is placed on meeting the responsibilities assigned to the position than on working a specified number of hours. Exempt employees do not receive overtime compensation or compensatory time off, or additional compensation beyond the established salary for the position except as provided in Staff Policy 30.I, Administrative Stipend for Temporary Assignments.
The vacation leave assessment for biweekly employees occurs every other pay cycle because for biweekly employees their leave accrual eligibility is based on a four-week cycle (two biweekly pay cycles). In order to perform the assessment the payroll system must reference both a B1 and B2 pay cycle this means that sometimes it must refer to a prior months pay cycle in order to know the full gross pay on which to base the assessment. This occurs anytime the B1 and B2 do not fall into the same month.
For example, in April there were 3 biweekly pay periods that ended in April.
The pay periods ending 4/16 and 4/30 form one four-week cycle on which to base an assessment, but the 4/2 pay period is missing a B1. In this case the payroll system will pull in the prior months B1 in order to reference the hours and pay rate the employee received.
This reference line is then included on the DPE in order to fully disclose what hours were included in leave assessment calculation. Notice that all of the other benefit fields and gross earning field show "0", this is a good way of identifying when this process has occurred. To predict when this will occur refer to the Payroll Processing Schedule. Anytime you see that the first BW in a month is a B2, expect that the payroll system will need to reference a prior months pay cycle in order to calculate the leave assessment.
UCSB employees should contact Liz Molina at liz.molina@bfs.ucsb.edu
Hire Entry & Follow-Up
The Full Hire Template can be submitted without the SSN so long as the department explains the reason for not including it in the template's comment box. The comment should explain that the SSN will be updated via the Personal Data Change Template on the employee's start date. However, if you choose not to include the SSN, you must complete the DOB to help identify the new employee, should the same name already exist in the UCPath system.
None. You will submit the SSN using the Personal Data Change Template on the employee's start date. Since we validate all DOB, SSN and Name Changes through the Social Security Number Verification System (SSNVS), no documentation needs to be attached. Please Note: The person submitting the Personal Data Change Template is responsible for validating the documentation before completing the template. If we discover an error in the information that is contained on the template, we will cancel the template, explain why we are cancelling it and ask for you to re-verify any supporting documentation.