Success Story: Changing Pay Cycles for Greatest Automation Presented by Cherryl Johnson College of DuPage

The First Slide The Issue How to Convert Full-time Hourly Employees from a Current Pay Basis to Payment in Arrears Status

The Concerns How do I set up payment in arrears? Will employees need to skip a paycheck? How do I explain the concept to the employees? How do I record this information in Datatel? How do I minimize liability on the institution?

Concerns Continued How will I remember which employees are paid in arrears? What happens when an employee transfers to an exempt position? What happens when an employee leaves the institution?

Creating Earnings Type

Defining Pay Cycle

Defining Pay Cycle Pay Dates

Explanation to Employees DATE:November 5, 2008 TO: FROM:Chris Wodka, Director of Financial Affairs, Controller SUBJECT:Your Paycheck of January 16, 2009 As you may know, you are an hourly employee being paid on a current basis. Due to our transition to a new payroll system within Datatel, the college is changing its current practice of paying full-time hourly employees on a current payroll basis to paying all hourly employees on a two week delay basis. In order to ease the transition and to avoid any hardship resulting from a missed paycheck, the college has agreed to advance you a full two week paycheck. The current frequency and dates of payroll (every other Friday – 26 paychecks per year) will remain unchanged. However, the payroll check issued to you on Friday, January 16, 2009 will be considered an advance payment for time worked from January 4 – January 17, See attached calendar. Your advance gross pay will be $. It represents 80 hours of pay at your current hourly rate including any shift differential, if eligible. Regular deductions will be taken from this advance paid to you on January 16, On January 30, 2009, you will receive pay for the actual hours worked during the same period (January 4 – January 17, 2009). This will include any pay for sick, vacation or overtime taken or earned during these dates. For example, your paycheck of 11/21 is for hours worked from 11/9 through 11/22. If you were sick or took vacation during these days, adjustment s have always been made on the following paycheck. In the example, the check of December 5 would reflect the adjustments. When you leave employment at College of DuPage, the college will automatically deduct this advance pay amount of $ from your final check. Please sign and return one copy of this memo to Cherryl Johnson in Human Resources by November 26, Meetings have been scheduled for the following dates and times to answer your questions regarding this change in practice. If you have questions, please plan to attend one of these sessions. Tuesday, November 11, 2008 – 6:30 a.m., IC 1000 Tuesday, November 11, a.m., OCC 128 Friday, December 5, 2008 – 6:30 a.m., IC 1000 Friday, December 5, a.m., OCC 128 Tuesday, December 16, 2008 – 10:30 p.m., IC 1000 Tuesday, January 6, 2009 – 2 p.m., SRC 1544 __________________________________ Signature of Employee Please keep this memo for your records. A copy will be placed in your personnel file.

Explanation Calendar

Stipend Set Up

Transferring Out of B3 Pay Class To:Jill Mosher CC:Personnel File From:Chris Wodka Date:3/13/2009 Re:Repayment of pay advance from January 16, 2009 As a result of your recent promotion, your new position is in a different pay category. Your pay will transition from being paid on a two week delayed basis to being paid on a current basis. On January 16, 2009 the college advanced pay to you in the amount of $ as required for the implementation of a new payroll system. On the first payroll that you are paid on a current basis for your new position, the college will pay for any overtime worked during your last two weeks in your old position, and will deduct the amount that was advanced to you on January 16, Please sign one copy of this letter and return it to Human Resources by Friday, February 6th. This letter will be placed in your personnel file as evidence that the pay advance has been paid back in full. Please do not hesitate to contact Cherryl Johnson in Human Resources at ext with any questions you may have regarding this matter. __________________________________________________ Signature of Employee Date

Pay Register Pay Cycles: B1 ================================================================================ Ms Jill M. Mosher ID: Primary Position: CF3E31542CASHD Mgr Cash Disbursements Primary Dept : CASH Primary Location: GLENE Starting Date : 02/02/09 Hire Date: 06/28/99 ================================================================================ Chk/Adv Date: 02/13/09 Chk/Adv..: Status: Outstanding Prd End Date: 02/14/09 Pay Cycle: B1 Weeks Worked: 2 Days Worked: 14 NET: 2, Earn/ Unit Rate Units Period Amt/ Fnd Src Position ID Diff or Salary/ Worked/ Diff Amt/ GL Number H/S Type Diff Rate Diff Factor Amt AAIS CF1N20032AAIS S REG AAIS CF1N20032AAIS S REG 2, , AAIS CF1N20032AAIS H REG , FINO CF3E31542CASHD S REG 2, , TOTAL: ,471.66

First Payroll on New System Memo TO:Administrators, Faculty, Classified Staff FROM:Chris Wodka, Director Financial Affairs and Controller DATE:January 13, 2009 SUBJECT:Payroll Checks for January 16, 2009 The first payroll of 2009 will be January 16, 2009 on our new Datatel Colleague HR system. You will notice some changes to your pay advice/check beginning with this payroll. The 2009 tax tables have been used to calculate your net pay. New flexible spending and life insurance rates for 2009 have also been deducted, if you elected these benefits. All benefit contributions will be deducted each payroll (26 times per year) Vacation and sick hours balance will continue to be tracked. However, these totals will not appear on your advice/check stub until February or March Social security numbers have been removed from the advices/checks. Employees now have their unique I dentification number assigned by Colleague HR which will appear on the advices/checks. Deadlines for submitting time sheets will remain the Wednesday of the week prior to the paydate. Example: Payroll date – January 30, 2009; Timesheets due Wednesday, January 21, Payroll appreciates your cooperation and patience. If you have any questions, please feel free to contact the Payroll department. Thank you.

Questions and Conclusion Thank you for your attention. I would be happy to be a resource for you as you convert your hourly staff to a different paycycle. Cherryl Johnson College of DuPage Recruitment Coordinator 425 Fawell Blvd. Glen Ellyn, IL