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12 - Month Administrators and Faculty Transition to Biweekly Pay Periods
12-Month Faculty and Administrators

Transition from Monthly to Biweekly Pay

12-Month Administrators and 12-Month Faculty

On April 26, 2025, 12-month administrators and 12-month faculty will transition from monthly to biweekly pay schedule.

Please note: 12-month faculty and administrators do not include 9- and 10-month faculty and administrators that choose to be paid in 12 monthly payments instead of 10. 

The University is transitioning from a monthly to biweekly pay schedule for several reasons:

  • Employee Benefits: Several benefits to university employees.
  • Best Practice: Many universities have transitioned to biweekly payrolls, and many local companies pay weekly.
  • Consistency: Reduces variations in payroll and benefit deductions, enabling clearer communication with employees, new hires, and candidates.
  • Efficiency: Enhance efficiency will allow Human Resources to allocate more time to addressing other important needs of all employees.

Benefits of a Biweekly pay cycle:

  • Faster Access to Funds: Employees receive pay more frequently.
  • Quicker Access to Accounts: Biweekly deposits into Health Savings and Dependent Care accounts.
  • Retirement Contributions: Biweekly contributions allow for investments to begin sooner.
  • Faster Payment Corrections: Missed or corrected payments are included in the next check, rather than waiting for the next monthly cycle.
  • New Employees: First paycheck arrives sooner!

Resources

FAQs

The transition from a monthly pay schedule to a biweekly pay for 12-month administrators and 12-month faculty goes into effect on April 26, 2025 (Pay 10).

As part of this transition, you will receive your final monthly pay on April 30, 2025, and receive your first biweekly pay May 16, 2025. After that timeframe, 12-month administrators and 12-month faculty will be paid on

Human Resources continues to build and finalize the final phase of web time entry and bi-weekly pay transition for 9- and 10-month faculty and administrators, with implementation to begin at the start of the 2025-2026 appointment periods. General information sessions will be held in April.

Your lecturer or overload pay will continue to be paid on the monthly pay cycle.  That means you will receive pay on April 30 and May 16 and you will receive two pay deposits on May 30.  Lecturer/overload pay will be transitioned to biweekly in the Fall 2025 semester.

No, there is not an opt-out option. All 12-month administrators and 12-month faculty will be transitioned to the biweekly payroll starting in May 2025.  The remaining faculty and administrators will be transitioned to the biweekly payroll starting at the beginning of their 2025-2026 appointment period.

Prior to April 28, you will need to review your personal selections on deposits, auto payments, and billing cycles such as the setup on the following items: 

  • Review your Personal Budgets -Being paid biweekly will look and feel different at first.  Learn how to transition your budget from a monthly basis to a biweekly basis. Use the  Excel spreadsheet to see your cashflow calculate your biweekly pay.
  • Direct Deposit Allocation– If you currently deposit $1,000 to a saving account monthly, you may want to consider changing it to $460 biweekly ($1,000 per pay x 12 monthly pays per year = $12,000 / 26 biweekly pays = $461.54). To do so, complete a new direct deposit form and submit to HR. 
  • 529 Plan contributions – If you contribute to a 529 plan, remember it is a direct deposit, and you will want to review and consider changing that auto .
  • Automatic bill payments or transfers - Do you currently have any automatic payments schedules to come out of your accounts? Do any of the dates need to change?
  • Federal and State Taxes – Federal and state taxes are withheld from every pay. If you currently have “additional withholdings” for federal and/or state taxes set up, do you need to adjust the additional amount? If you are unsure of your federal withholding, you can check your   on Self Service Banner (myUSI).  If you wish to change your W-4 or WH-4 information, please print off a new form and drop it by Human Resources in the Wright Administration Building, Room 166.
  • Fixed Dollar Payroll Deductions –Some payroll deductions, such as athletic tickets, are withheld each pay. These deductions will be doubled with the transition to biweekly pay unless you take action with the appropriate department.  (for athletic tickets, please contact Blake Bruner) 

All Medical, Dental, Vision, Flexible Spending Accounts (both Medical and Dependent care) (FSA), Health Savings Accounts (HSA), Voluntarily Hospital Indemnity, Voluntary Accident Critical Illness, Voluntary Life Insurance and Disability deductions will automatically recalculate to biweekly pay rates.

Bi-weekly deductions will be taken from May 16 and May 30 pay dates.

Starting June 2025, deductions for benefit premiums listed above will be taken from the first two biweekly pays each month.  In months with three pay dates, benefit deductions will not be taken from the third pay.

Health insurance is paid for in the month of coverage.  If we split to 26 pays versus 24 pays, there would be manual calculations to be done on the front end and the back end of employment.  It is cleaner to take a monthly premium and cut in half.

No

No.  The university only contributes to TIAA on your base appointment salary.

TIAA employee contributions are percentage based, so you do not need to convert to a biweekly amount, unless you want to change your contributions.

All foundation pledges currently withheld through a payroll deduction end by April .

You can check your federal and state withholding on MyUSI self-service tab under the Taxes section, it is listed on the left-hand side of the screen or by calling or emailing payroll usi.payroll@usi.edu.

You cell phone stipend will be transitioned to a biweekly amount when your primary position is transitioned to the biweekly payroll. 

No. Depending on your years of service, 12-month administrative employees will continue to earn 112.50 – 150.00 hours (15 – 20 days) of vacation leave and 90.00 hours (12 days) of sick leave. Faculty on 12-month appointments will continue to earn 150 hours (20 days) of vacation time and 90.00 hours (12 days) of sick leave.  Leave accruals are prorated for appointments less than 1.0 FTE or for periods of unpaid time. Starting May 16, 2025 all 12-month administrators and 12-month faculty will start accruing vacation time on a biweekly basis.

Yes, except when on an approved leave of absence, sick, vacation, bereavement, etc, will be reported in half day increments (3.75 hours for half day and 7.5 hours for a full day).

Watch your email and USI Today.   Human Resources will be offering training sessions in April.

Becky Eckert, raeckert@usi.edu, 812-465-7045

Ingrid Lindy, Ingrid.lindy@usi.edu, 812-465-7062