Frequently Asked Questions… Payroll Changes 

Click here to see the Pay Frequency Change Town Hall Meeting Presentation

What are the upcoming payroll changes and who is affected?

Effective July 1, 2008, employees who are considered exempt or salaried employees under the Fair Labor Standard Act (FLSA) rules will be paid on a monthly basis rather than the current semi-monthly basis. Non-exempt, or employees paid on an hourly basis (timesheet employees), will be paid on a biweekly basis.

What are the benefits of the payroll changes? 

The changes to the payroll cycles enable the payroll department to function more efficiently and will allow more time to be customer focused for the university. This will make Georgia State University’s pay cycles similar with other colleges within the University System of Georgia as well as the System Office.  We will also be able to standardize the semi-monthly process.

How do I find out if I will be affected?

Each employee who will be affected by this change will receive a letter at their home address notifying them of the change in pay dates. The letter will also include an example of your monthly pay. The letters will be mailed in February 2008.  Please contact Customer Service in the payroll office at 404-413-3300 if you have questions.

What will be different about my pay?

Your annual pay remains the same.  It is just going to be divided differently.

For Exempt employees:
The only difference is that if you are an exempt employee and paid semi-monthly, then beginning in July, you will receive your pay once a month instead of twice a month, i.e. 12 paydays a year instead of 24.

For Non-exempt employees paid on an hourly basis (timesheet employees:
There will be 26 pay dates for you instead of 24. Each year, you will have an extra pay date in two months. For example, there are 3 pay dates in the month of August 2008.

Click here to see a spreadsheet example, using this spreadsheet, non-exempt employees can see that the mid-year change in pay frequency did not affect the total gross earned for days/hours worked in calendar year 2008.

Mid-year Payroll Change Example Spreadsheet

Due to this change, would Georgia State would be willing to write a letter on behalf of an employee (case-by-case basis) to see if their financial institution would be willing to consider delaying a loan payment to the end of the month. 

Yes, there is a letter for the employee to use to confirm the change in the process at Georgia State University.  It is still up to the individual employee to request for the bank to delay receipt of payment. Our letter would only support your request. Click here to download the letter.

How will the change in pay frequency affect my general deductions (i.e. Credit Union Deductions, Savings Bond Deduction, Charitable Contributions, Foundation Deduction, etc.)?

For Exempt employees:
Now that you are paid monthly, your current deduction will be doubled to the monthly amount and withheld accordingly.

For non-Exempt employees:
The deductions will continue to be taken twice per month. For a month that has 3 pay periods, deductions will not come out of the 3rd pay check.  (The August 29th pay period will be the exception to this rule because there is only one pay period in July).

Your parking and recreation deductions will be divided by 26 pay-periods instead of 24, so you will notice a slight reduction per pay check for this deduction.

If I have a garnishment, how will the change in pay frequency affect its processing?
Georgia State will contact the garnishing agency on your behalf and inform them of the change in your pay frequency. The Agency will then advise Ga. State of the amount to be garnished from future pay periods.

Will my tax rate be impacted?
No, your tax bracket remains unchanged. 

When will the change take place?
The change will be effective with the July 2008 payrolls.

As an exempt employee, will I be paid on July 15, 2008?
No, but you will be paid on July 31, 2008 for the entire month.

As a “new” biweekly employee, will I be paid on July 15, 2008?
No, your pay date will be on July 18, 2008.

When are the pay dates?
Semi-Monthly employees will be paid the last business day of the month starting with the month of July 2008. The pay dates beginning in July 2008 will be as follows:

July 31, 2008         
August 29, 2008
September 30, 2008     
October 31, 2008
November 28, 2008 
December 31, 2008

Hourly employees will be paid on a bi-weekly basis beginning with the month of July 2008. The pay dates beginning in July 2008 will be as follows.

July 18, 2008   and August 1, 2008
August 15, 2008 and August 29, 2008
September 12, 2008 and September 26, 2008
October 10, 2008 and October 24, 2008
November 7, 2008 and November 21, 2008
December 5, 2008 and December 19, 2008

Why are we making this change?
The changes to the payroll cycles enable the payroll department to function more efficiently and will allow more time to be customer focused for the university. This will make Georgia State University’s pay cycles consistent with other colleges within the University System of Georgia as well as the System Office.

When/where will classes be offered to assist with educating me how to adjust to this change?
Classes were offered in January and more will be planned and announced for Spring 2008.

Additionally, an FAQ regarding specific issues dealing with general financial questions will be developed and posted on the Human Resources website. As a service to Georgia State University employees, the Georgia State University Federal Credit Union will provide individual counseling to those affected by the pay frequency changes. You do not need to be a credit union member to use these services. You may contact the Credit Union at 404-564-0341.

The Faculty and Staff Assistance (FASA) Office is also available to you should you need additional assistance in managing personal issues dealing with the pay frequency changes. You may contact the FASA office at 404-413-3341.

Will HR continue to input the information from the “Report of Absence for Exempt Employees?
Yes, exempt employees should continue to forward their ROA on a monthly basis to HR for input.

Who should I contact if I have questions about my pay? 
Questions or problems about your payroll payment should be directed to the payroll office at 404-413-3300 or payroll@gsu.edu

Proof of Payroll Change Letter