Online Timekeeping System and the Biweekly Pay Schedule Conversion

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Online Timekeeping System and the Biweekly Pay
Schedule Conversion

• February 2005
• University of Southern California

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OTiS is Coming!
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What is OTiS?

• OTiS stands for Online Timekeeping System
• Time worked will be recorded, approved and
  processed through a paperless, all electronic
  system
• OTiS provides a simple, user-friendly interface
  to enter time into an electronic database
• Each department will choose the type of device
  used for non-exempt employees to record time
  (online via a Web page, biometric, card swipe,
  telephone)

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What is OTiS?

• Non-exempt staff employees will be able to
  request vacation leave and have it approved by
  their supervisor online
• OTiS also will track vacation and sick time so
  up-to-date accruals will appear on each
  paycheckand accruals can be checked online at
  any time

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Five Main Benefits of OTiS

• Fast, easy, convenient timekeeping
• OTiS will eliminate the time consuming paper
  shuffle of filling out paper timesheets, hand
  calculating totals, collecting signatures
  copying, filing and storing paper records

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Five Main Benefits of OTiS

• A paycheck every two weeks for all non-exempt
  staff
• No more waiting until the end of the month
  blues. All non-exempt staff will receive a
  paycheck every two weeks26 paychecks each year
• Each check will include pay for hours worked,
  paid leave and any overtime worked during each
  2-week pay period

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Five Main Benefits of OTiS

• Vacation and sick leave accruals printed on each
  biweekly paycheck
• In addition to pay details, OTiS will keep
  non-exempt employees up-to-date by printing
  vacation and sick leave accruals on each paycheck
  or advice slip

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Five Main Benefits of OTiS

• An expert in wage and hour policies on
  everybodys desktop
• Non-exempt staff are protected by a complex set
  of wage and hour laws concerning hours worked,
  breaks, lunch periods and overtime compensation
• University policy provides for generous vacation
  and sick leave as well as other types of leave
  that need to be fairly administered for all our
  employees
• Our new system has these rules built in so it
  simplifies the work supervisors are required to
  do to maintain compliance, coordinate leaves, and
  administer leave policies equitably

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Five Main Benefits of OTiS

• Flexibility
• OTiS provides flexibility in how time worked is
  enteredonline, biometric, card swipe,
  telephoneto allow each department to choose the
  best way to accommodate department needs for
  staff who are in the field, at their desk, or
  spread all over our campuses.

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Who will be affected?

• Total of 3,042 non-exempt employees will use the
  automated timekeeping system in August 2005
• Student workers will utilize the timekeeping
  system in August 2005
• 206 non-exempt employees are currently on the
  bi-weekly pay schedule
• 2,836 non-exempt employees currently on the
  monthly pay schedule will be changed to bi-weekly
  in August 2005

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Conversion to the Automated Timekeeping System

• Beginning on July 28, 2005
• The non-exempt staff and student workers
  currently on the bi-weekly pay schedule will
  utilize the automated timekeeping system to
  record
• Hours worked
• Meal period(s) taken
• Paid/unpaid leaves for non-exempt staff only
• First paycheck using the automated timekeeping
  system will be August 17 for hours worked from
  July 28-August 10

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First Check Using Automated Timekeeping System
Applies to the non-exempt staff and student
workers currently on the bi-weekly pay schedule
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Conversion to the Automated Timekeeping System

• Beginning August 1, 2005
• All non-exempt employees currently on the monthly
  pay schedule will utilize the automated
  timekeeping system to record
• Hours worked
• Meal period(s) taken
• Paid/unpaid leaves for non-exempt staff only

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Conversion to the Bi-weekly Pay Schedule

• August 1, 2005
• All non-exempt staff and student employees will
  be paid on an hourly pay rate
• All non-exempt staff will be changed to a
  bi-weekly pay schedule
• Pay advice will detail hours worked and leave
  taken

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July Paycheck

• Non-Exempts currently on the monthly pay schedule
  will receive their normal pay on July 26, 2005
  for hours worked from July 1-July 31

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Applies to the non-exempt staff currently on
the monthly pay schedule
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August Bi-weekly Payments

• Non-Exempts currently on the monthly pay schedule
  will receive their
• First bi-weekly check on August 17th for hours
  worked from August 1st-10th
• Second bi-weekly check on August 31st for hours
  worked from August 11th-24th

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Deduction Types and Frequency

• Deductions for all non-exempt employees will be
  taken either in 24 paychecks (2 equal payments
  per month) or in every bi-weekly paycheck
  depending on the deduction type
• For Example
• University Benefits 24
• Transportation 24
• USCard Every bi-weekly
• Credit Union Every bi-weekly
• The full deduction schedule will be available on
  the Project website
• Additional communication regarding deduction
  schedule will be sent to employees

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2005 Bi-Weekly Payroll Schedule for August and
September
Univ. Benefits include deductions such as
Medical, Dental, and Transportation Other
Deductions include deductions such as USCard and
Credit Union
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August Deductions

• Deductions for the month of August will be taken
  out on August 17 and August 31, including
  University Benefits and Transportation

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August Deductions
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September Deductions

• All bi-weekly employees will be on the same
  schedule where most deductions will be divided
  equally and deducted twice a month in the first
  two payrolls of the month beginning with
  September 14 and 28
• University Benefits include deductions such as
  Medical, Dental, and Transportation will be taken
  twice a month in the first two payrolls of the
  month
• Some deductions such as USCard and Credit Union
  will be taken in every paycheck

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September Deductions
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What Happens Over the Next Few Months

• Each department has appointed a departmental
  liaison for the project to serve as your primary
  resource about the new system
• Periodic communications to employees on updates
  and eventually instructions on how to use OTiS
• Dedicated Help Desk to answer employee questions

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Project Website www.usc.edu/otis

• General information about OTiS
• The name and contact information for your
  departmental liaison
• QA - Answers to commonly asked questions

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Project Website www.usc.edu/otis

• Transition dates
• Deduction types and schedule
• Planning ahead (i.e. changing automated bill
  payments, making arrangements with mortgage
  company, tax modeling)

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Information regarding OTiS and Bi-weekly
Conversion

• Departmental Liaisons
• Project website www.usc.edu/otis
• Help Desk [phone]
• Email otisusc_at_usc.edu
• Project website, Help Desk, and Email address
  will be available February 14, 2005

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Questions???