Is the University changing the payroll schedule?

Yes. In January 2022, NEIU will be moving all employees to a single payroll. This change will convert the current process of anticipated pay for exempt employees to delayed pay.

What is anticipated pay?

Anticipated pay means we are processing payroll before a completed timesheet has been submitted. For example, an employee gets paid on June 15 for hours worked June 1 through June 15. In order to process this payroll on June 15, it is anticipated that all days are worked because timesheets are submitted in July.

What is delayed pay?

Delayed pay means an employee submits timesheets for hours worked and then payroll is processed. For example, an employee works May 30 to June 12, submits timesheets on June 14 and is paid on June 25.

What is the reason for the change?

This change will result in a defined work period that is the same for all University employees. In addition, a single payroll creates organizational efficiencies for processing payroll.

How will expense reimbursements be handled in 2022?

Payroll will be merging expense reimbursements to direct deposit. If you have multiple direct deposit accounts, expense reimbursements will be deposited into your primary account unless you notify Payroll otherwise.

What is the impact of the change?

For exempt employees the payroll schedule change will include a delayed pay to coincide with the non-exempt payroll schedule.

How do I know if I am an exempt employee?

All Administrative and Professional (A&P), Academic Support and Professional (ASP), Resource Professional (RP), Tenured Track Faculty (TP), Instructors, Adjunct Faculty, Civil Service exempt (negotiated and non-negotiated), and Graduate Assistants.

If I am a non-exempt employee, how will this change my payroll date?

There will be no change.

What will the payroll schedule be in 2022?

Please see the following page.

How many pay periods will there be in 2022?

There will be 26 pay periods.

How many pay periods are there in 2021?

There are 24 pay periods in 2021.

What is the first date an employee will be paid in 2022?

The first pay date will be Jan. 7, 2022. However, exempt employees should take special note that the Jan. 7 date is for the transition paycheck. There are two options available to assist in easing this transition for the Jan. 7 pay date. You may opt to not receive a paycheck on Jan. 7 or you may elect for Transition Pay. In addition, you may also elect to receive 37.5 hours of transition pay for the Jan. 21, 2022, pay date as this pay date only covers Jan. 1-8 hours.

What is transition pay?

Transition Pay will be provided to minimize the impact of the change from anticipated to delayed pay.Transition pay is similar to a loan and it must be paid back by using eligible regular hours worked and/or vacation hours earned. This will be processed by payroll.

How do I participate in Transition Pay?

Interested employees must complete the Employee Transition Pay Election form. A link will be provided to this form in NEIUport.

How many hours can I request for Transition Pay?

Transition Pay can be elected for one week (37.5 hours) or two weeks (75 hours). Employees will also have the option to elect to opt-out of receiving transition pay. The full amount of transition pay hours must be paid back by June 25, 2022, using regular hours worked and/or available vacation hours. Employees will have until the pay period beginning June 12, 2022, to repay the transition pay hours in full. Any balance remaining after the submission of the June 12, 2022, through June 25, 2022, timesheet will be deducted from the employees’ July 8, 2022, paycheck.

How will the 2022 payroll change impact my voluntary deductions (e.g. health insurance, dental, retirement, etc.)?

There will be no change to these premiums because the total number of deductions a year in the delayed payroll is also 24. These deductions are taken with the first two pays of the month. In 2022, there are two months (April and September) that have three paychecks and the third paycheck of the month will have no voluntary deductions. Please note that with other voluntary deductions such as tax sheltered annuities, you may want to consider changing the amount you are contributing every pay period because your gross pay each pay period in the delayed payroll will be slightly less.

How will the 2022 payroll change impact my involuntary deductions (e.g. taxes and garnishments)

The taxes will be based on 26 pay periods a year. Garnishments will be recalculated based on 26 pay periods a year.

How will this change impact my parking deductions?

For those employees who are transitioning from semi-monthly to bi-weekly the first parking deduction in 2022 will be taken from the Jan. 21, 2022, paycheck.

Will I need to submit timesheets?

All employees are expected to complete and submit online timesheets by the established deadline.

Will I need to submit a timesheet every two weeks?

Yes.

Can I delegate access to someone else to complete my timesheet online?

Approvers and Proxies have access and the ability to make changes and to approve their employees’ timesheets online.

What is a Proxy?

A Proxy is someone who can access, make changes or approve in the absence of the Approver.

What are the reasons for tracking time?

Below are five reasons for tracking of time:

  1. The State Officials and Employee Ethics Act of Illinois requires state employees to periodically submit time sheets documenting the time spent each day on official state business to the nearest quarter hour.
  2. Eliminates audit findings.
  3. Your supervisor has an accurate record of how many hours are actually being worked.
  4. If an employee overlaps between departments the timesheet provides an internal accounting for budgetary purposes.
  5. In cases where a leave of absence is requested such as Family Medical Leave, eligibility requirements must be met by demonstrating that 1,250 hours have been worked. This is calculated by evaluating the timesheets.
  6. NEIU is providing the required documentation.

Can we see a model that shows instructors with 100% nine-month contract on deferred pay earning $46,000 salary with insurance, modeled for current and new payroll schedule. Deferred pay is an option to spread a nine-month contract over 12 months.

  • Gross per check (Aug. 16 through May 15) in the current semi-monthly schedule: $1,916.67
  • Deferred Pay Amount in the current semi-monthly schedule: $638.89
  • Health Insurance Premium in the current semi-monthly schedule: $208.00
     
  • Gross per check (Aug. 16 through May 15) in the new bi-weekly schedule: $1,769.23
  • Deferred Pay Amount in the new bi-weekly schedule: $786.32
  • Health Insurance Premium in the new bi-weekly schedule: $208.00

What is deferred pay?

Deferred Pay means the portion of a nine-month salary that is put aside to pay the three summer months.

How would those on 4.5 month contracts be paid?

The course schedule dates are compared to the pay period dates in the 2022 payroll calendar to determine the pay dates. For example, let’s say the course schedule dates are Jan. 9, 2022-May 14, 2022. You then look at the 2022 payroll calendar. In this example, the first pay date will be the Feb. 4, 2022, pay date; the last pay date will be May 27, 2022.

Should we record hours if worked during a University break?

Yes, employees should always record actual hours worked.

What is the impact if I plan to retire in 2022; will my earned income go down?

Exempt employees will be paid over 26 pay periods and your annual salary will be divided by 26 instead of 24. Determining your retirement date is an important milestone and employees planning to retire are encouraged to work with Human Resources to determine the date that works best for you.

Who should I contact if I have additional questions?

Please send questions to payrollfeedback@neiu.edu or call (773) 442-5200.