A pay cycle change is a switch in the frequency in which an employee is paid. Employees are paid either on a biweekly or monthly cycle. Simply put, a pay cycle change is when an employee who is paid biweekly switches to monthly, or vice versa. 

Pay cycle changes are triggered by WFA actions that change key information on an employee’s job record. The need to make such changes is normal and so is the resulting pay cycle change. For example, if a biweekly paid employee is promoted to an exempt position that is paid monthly, the WFA action of entering the promotion will result in a pay cycle change. Other, more complex examples can result in pay cycle changes, but this lays the foundational understanding for pay cycle changes.

Key Fields Triggering Pay Cycle Changes

WFA trigger fields things to know
pay group The pay cycle is connected to the Pay Group; if the Pay Group changes, the pay cycle could change.
FLSA status1 This field controls whether an employee is exempt or non-exempt from overtime pay. As a general rule, exempt employees are paid monthly, and non-exempt employees are paid biweekly. If the FLSA status changes from exempt to non-exempt or vice versa, the Pay Group and pay cycle will ultimately change.
fte FTE changes may result in an exemption status (FLSA) change. (e.g., An FTE decrease causes the weekly salary earned to drop below the exemption threshold, requiring the FLSA status to change to non-exempt, thus changing the Pay Group and pay cycle.)
job code

If the Job Code changes due to a promotion, demotion, reclassification, or transfer, and the FLSA Status of the new job code differs, this will result in a Pay Group and pay cycle change.

 

1 The Fair Labor Standards Act (FLSA) establishes basic wage standards (e.g., minimum wage, overtime pay, recordkeeping) and protects employees. These rules apply to non-exempt employees; exempt employees are excluded from FLSA rules based on set criteria.

Common Scenarios

ID SCENARIO NOTES THINGS TO KNOW
1 Employee Promotion
  • When employees transfer into a new position via a promotion, if the FLSA status changes from non-exempt to exempt, this results in a pay cycle change from biweekly to monthly.
  • Evaluate FLSA status changes before initiating WFA transactions to determine if the pay cycle is also expected to change. 
  • A job promotion does not automatically result in a pay cycle change. If an exempt level employee is promoted to a new exempt-level position, the employee’s pay cycle is still Monthly.
2 Job Reclassification
  • When an employee’s job is reclassified into a different job code/level, if the FLSA status field changes from non-exempt to exempt (or vice versa), then a pay cycle change will result.
  • Evaluate FLSA status changes prior to initiating WFA transactions to determine if the pay cycle is also expected to change.
  • A reclassification does not automatically result in a pay cycle change. If an exempt level employee is reclassified to another exempt level job code, the employee’s pay cycle remains Monthly.
3 Change in percent of time/FTE
  • Changes in FTE MAY result in required changes to other key fields due to FLSA compliance requirements. If the FLSA status field changes from non-exempt to exempt (or vice versa), then it results in a pay cycle change.
  • Evaluate FLSA status changes prior to initiating WFA transactions to determine if the pay cycle is also expected to change.
  • Consultation required with HR/APO regarding FLSA salary thresholds and FLSA overrides.
  • IF a manual FLSA override is necessary, the corresponding Pay Group override must be requested via a Case with UCPC.
4 Resolve a pay cycle conflict
  • A pay cycle conflict occurs when two or more jobs have Pay Groups that have different pay cycles (Biweekly/Monthly). To resolve these conflicts, all positions must have one FLSA status, and one pay cycle.
5 Request a Pay Group override via UCPC Case
  • Changes in FTE and Pay Cycle Conflicts often require a manual override of the FLSA. This requires the Pay Group field to be manually overwritten as well, via a Case with UCPC.

Non-Applicable Scenarios

Not all WFA actions trigger pay cycle changes. Although there are too many to list that do not impact an employee’s pay cycle, the following is a list of common WFA transactions that alone are not expected to result in a pay cycle change.

 

ID SCENARIO THINGS TO KNOW
1 A pay rate change due to
merit increase or equity
  • Pay rate changes do not affect pay cycles or Pay Group.
2

Data changes for non-Pay Group impacting fields like:
Location
Job Expected End

  • Evaluate FLSA status changes prior to initiating WFA transactions to determine if the pay cycle is also expected to change.
  • A reclassification does not automatically result in a pay cycle change. If an exempt level employee is reclassified to another exempt level job code, the employee’s pay cycle remains Monthly.
3 Promotion, reclassification,
appointment modification, etc.
where no FLSA change occurs
  • If the FLSA status and pay cycle remain the same, the Pay Group does not change.

 

Process Change Management

You need to take proactive steps to effectively manage your employees' pay cycle change. Below are the process map and step detail to help guide you. Each step on the map corresponds to the Process Change Management steps below. 

New Process for Pay Cycle Changes graphic

Before initiating your WFA action, review the expected changes to analyze if it will result in a pay cycle change for the employee.

 

Responsible party

Department Transactional User

inputs

WFA documentation (e.g., job reclassification letter, job promotion email, academic appointment modification memo, etc.)

procedural tasks
  1. Gain a clear understanding of the WFA action needed (TAM, Hire, Transfer, PayPath)1
  2. Review the actions for key fields triggering pay cycle changes (Job Code, FLSA, Compensation Frequency)
  3. Review the list of Common Scenarios triggering pay cycle changes and process actions to take
  4. If a pay cycle change is identified, go to Step 2

Note: If no pay cycle change is identified, initiate the WFA transactions as per normal processing

1WFA transactions for academic non-student positions are managed centrally by AP-Path. Departments are responsible for reviewing key fields to identify if a pay cycle change will occur and initiating appropriate actions in steps 2-6 below, as needed.

outputs

Understanding of WFA transactions, possible pay cycle change impact

 

Support

If you need help with this step, please contact the following resources.

Not all WFA transactions result in a pay cycle change. However, if you analyze the job changes, and identify a necessary pay cycle change, determine the next steps prior to initiating the WFA transaction.

 

Responsible party

Department Transactional User

inputs

Job Data change review on job record (Job Code, FTE, and/or FLSA)

procedural tasks

Step 1: Determine the action type required to implement the change in UCPath:
         a. Promotions (staff) are managed via the TAM hire process
         b. Appointment modifications into a different Job Code (academic)1,
             reclassifications (staff), and FTE changes (academic1 and staff) that result
              in FLSA changes are managed via PayPath actions.
                  1Note: academic non-student WFA transactions are input centrally
         c. Hires into new/different jobs (academic non-student, non-recruited staff
              limited or casual restricted, students and ASE’s) are managed via
              Hire/Transfer transactions.
         d. PayGroup overrides (typically to resolve Pay Cycle Conflicts) are
               requested on either Hire transactions or via the Job Data Change form
               uploaded to a Case with UCPC.

Step 2: Verify the job code reports hours in Kronos (Staff jobs [except BYA]
              report hours in Kronos; many academic jobs DO NOT report hours in
              Kronos).
         a. If you're unsure if the job code reports hours in Kronos, review the
                  Non-Kronos Set Up Job Code List.

Step 3: If the job has a pay cycle change and: 
         a. reports hours in Kronos, go to Step 3.
         b. does not report hours in Kronos, go to Step 5.

output

Understanding if you need to manage the pay cycle change

 

Support

If you need help with this step, please contact the following resources.

There are several variables and considerations for effectively managing a pay cycle change. Instead of trying to educate everyone on all of the ins and outs, the Timekeeping team can best promote the successful management of pay cycle change actions when you open a support ticket.

Responsible party

Department Transactional User

inputs
  • Employee ID and name
  • Employee record number
  • Effective date of pay cycle change
  • Action date of pay cycle change (if already input/processed)
procedural tasks

Open a pay cycle change management ticket with Timekeeping, who will advise key actions to take, provide employee payment options and provide  your next steps

outputs
  • Pay cycle change management advisement
  • Key actions to take from Timekeeping team
    • Key actions not taken at the appropriate time will result in adverse change management (e.g., payment delays, interface errors, etc.)
    • Payment options and next steps

 

Support

If you need help with this step, please contact the following resources.

The Timekeeping team is at the center of understanding the considerations for effective pay cycle change management. Timekeeping will advise you of key actions to take, when they should be executed, and payment options to minimize or avoid missed pay.

Responsible party

Timekeeping Team

inputs
  • Timekeeping Pay Cycle Change ticket
procedural tasks

Analyze pay cycle change implications and provide action steps and timing guidance:

  1. Current Pay Rule
  2. New Pay Rule and effective date
  3. Last pay period date range uploaded
  4. New pay period date range to upload (gap/overlap?)
  5. Special handling needed?
  6. Current Accrual Profile
  7. New Accrual Profile and effective date
  8. Comp Time payout needed?
outputS
  • Pay cycle change management advisement
  • Key actions to take from the Timekeeping team
    • Key actions not taken at the appropriate time will result in adverse change management (e.g., payment delays, interface errors, etc.)
    • Payment options and next steps

 

Support

If you need help with this step, please contact the following resources.

 

Now that you have identified a pay cycle change, determined the WFA actions needed, and received advice from Timekeeping about key actions to effectively manage the pay cycle changes if applicable, you must plan and act. You may create calendar reminders as some actions may be time-sensitive (e.g., changing Kronos rule set, ensuring changes are not inputted during the payroll processing freeze periods), send communication to the employee, open a payroll ticket, etc.

Responsible party

 Department Transactional User

inputs

Action items from analysis and Timekeeping team consultation

procedural tasks

Analyze pay cycle change implications and provide action steps and timing guidance:

  1. Initiate the WFA (and/or Case) action identified in Step 2, taking into account any timing considerations identified by the Timekeeping team, if applicable.
    Reminder: Academic non-student PayPath actions are managed centrally. Departments monitor Job Data for when changes are input, and follow up Kronos and Payroll actions, as needed.
  2. Complete any required actions as advised by the Timekeeping team (e.g., Change Kronos rule set)
  3. Review Job Data to validate that all necessary data points are correct.
  4. If needed, open a Payroll ticket to request additional guidance or an off-cycle check for the employee:
    a. Based on the advice received from the Timekeeping team regarding payment options
        and timing considerations, or 
    b. To receive additional guidance from the Payroll team for Job Codes that do not report
         hours via Kronos.
outputS
  • Job Data updates
  • Kronos updates
  • Employee communication
  • Off-cycle campus Payroll ticket request (if directed by Timekeeping or to seek guidance for Job Codes that do not report hours via Kronos)

 

Support

If you need help with this step, please contact the following resources.

Resolving Pay Processing Conflicts

Pay processing conflicts are applicable to employees who have multiple jobs simultaneously. Pay processing conflicts occur when an employee’s concurrent jobs have different FLSA status and/or pay cycles. This topic is a part of pay cycle change management because resolving a pay processing conflict often leads to a pay cycle change to be managed.

 

Examples

To better understand how these pay processing conflicts can be created, let’s look at the cases below.

Case No. 1

A classic example of a pay processing conflict - when a staff-student employee concurrently adds an academic job. Both the FLSA status and pay cycles are in conflict.

JOB RECORD - Nbr FLSA STATUS PAY CYCLE EMPLOYEE GROUP
Staff-Student - 0 Non-exempt Biweekly Staff
TA - 1 Exempt Monthly Academic

Case No. 2

The classic pay processing conflict scenario may have only an FLSA status conflict. For example, a student employee (Biweekly Staff, FLSA: non-exempt) is concurrently hired as a Reader2 (Biweekly Academic, FLSA: exempt).

JOB RECORD - Nbr FLSA STATUS PAY CYCLE EMPLOYEE GROUP
Staff-Student - 0 Non-exempt Biweekly Staff
Reader - 1 Exempt Biweekly Academic

 

2The Reader academic title, which is FLSA exempt but paid biweekly, is the exception to academic jobs, which are primarily FLSA exempt and paid monthly.

Case No. 3

When a Reader job is involved, it is possible to have only a pay cycle conflict with other concurrently held academic jobs. For example, an academic student employee who has a Reader job (Pay cycle: Biweekly) and then is concurrently hired, for example, as a Teaching Assistant or GSR (Pay cycle: Monthly).

JOB RECORD - Nbr FLSA STATUS PAY CYCLE EMPLOYEE GROUP
Reader - 0 Exempt Biweekly Staff
TA - 1 Exempt Monthly Academic

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Resources & References

Pay Cycle Change Checklist

Use the Pay Cycle Change Checklist Google doc if you’ve determined that your WFA action will or has caused a pay cycle change for your department’s employee.

Frequently Asked Questions

Consult the Pay Cycle Change FAQs page to answer your general and change management questions. 

Glossary

Use the Pay Cycle Change Glossary for key definitions and acronyms. 

UCSB Pay Groups

Use the UCSB Pay Groups link to determine FLSA and pay status of each job type.