Update: Biweekly Pay Schedule Delayed – November 2, 2015

We have just received an update from the wvOASIS team and as promised we are passing the information along to you.

The group who is managing the project for the State voted at their meeting today to “delay the deployment….including the conversion from semimonthly to biweekly pay indefinitely”.

Although we do not know when they might set the next date, we believe it will be after January.  Thus, the calendars, slides and other information we have shared with you on the website and in the information sessions are no longer accurate.  As soon as we learn of a new date for the conversion and any other changes in how the implementation will occur, we will use the same methods to share information.

A few additional notes:

  • Until the conversion, your pay and deductions will continue on the same schedule as today.
  • Until the conversion, your paycheck information will still be accessed through the State’s myApps website.
  • If you are scheduled for one of the upcoming information sessions, please note that they are being cancelled.
  • We will postpone the Smart Money Sessions until we learn of a new date for the conversion.
  • If you submitted a question related to the changes, be aware that with this delay the answers would not be relevant so we will not be posting a response.  We will however keep the questions and include them when we do our next update whenever the new date is decided.

Thank you for your continued patience with this and know that we will continue to do all that we can to minimize the impact of the eventual conversion.

Regards, Mary Ellen

Mary Ellen Heuton, CPA
Senior Vice President for Finance/Chief Financial Officer


Now online – Session slides and Pay Schedules for Calendar Year 2016 – October 21, 2015

Slides from all the sessions that took place, as well as pay schedules for next calendar year, are now on this site.


Additions to Today’s E-Mail – October 12, 2015

We plan to have additional sessions in November for those who are unable to attend the sessions during the week of October 19th.

We will make the slides that will be presented at the sessions available on the website next week.

This is only for Marshall University (state) employees.  MURC will not be switching to a bi-weekly pay schedule.


Information Sessions on Beginning of Bi-Weekly Pay – October 12, 2015

As has been communicated at various times since last fall, the State of West Virginia is transitioning to a biweekly pay schedule for all state agencies, including higher education, during 2015.  Marshall University will move to a biweekly pay schedule beginning in January 2016.  Be aware that the implementation of this change has differing impacts dependent on the type of position you hold.

We will host informational sessions for our employees during the week of October 19th.  We will discuss the pay dates and changes to your benefits’ and deductions’ amounts that are withheld from your checks, as well as allow time for questions.

Please note that you should attend the session relating to your type of position.  All sessions will be held in BE-5 of the Memorial Student Center. We highly recommend you attend a session so you are aware of the upcoming changes and the specific impact they will have.  Please register for these sessions on HR’s Training and Development website at www.marshall.edu/human-resources/training/training-schedule/.

Monday, October 19th

1 – 2 p.m.                             12-month faculty and exempt staff
2:30 – 3:30 p.m.                    9-month faculty (paid over 9 or 12 months)
4 – 4:30 p.m.                         Part-time employees (students, adjunct faculty, classified temporary staff)

Tuesday, October 20th

3 – 4 p.m.                               Full-time non-exempt staff (those who complete purple timesheets)

Thursday, October 22nd

10:30 a.m. – 12 p.m.              9-month faculty (paid over 9 or 12 months)

Friday, October 23rd

8:30 – 10 a.m.                       12-month faculty and exempt staff
3:30 – 4:30 p.m.                    Full-time non-exempt staff (those who complete purple timesheets)

Additional sessions will take place on South Charleston campus, Room 116 Wednesday, October 21st:

1 – 2 p.m.                Full-time non-exempt staff (those who complete purple timesheets)

2 – 3 p.m.                9-month faculty (paid over 9 or 12 months)

3 – 4 p.m.                12-month faculty and exempt staff

The change to biweekly will affect your finances and how you pay your bills.  You will be paid every two weeks on Fridays when the biweekly pay schedule starts, and your net checks will differ from what they are under the semi-monthly pay schedule.

We encourage you to be thinking now about this change and how it will affect, for example, any automatic payments that you have set up, such as mortgages, car payments or credit card payments.  You may want to contact your lenders in some instances.

In addition to the informational sessions, we are planning to host several “Smart Money Series” sessions at Marshall which will focus on “strengthening financial practices and plugging holes in budgets.” We need to have an estimate of how many people would attend; if you are interested in attending in person, please let us know by participating in this short survey. We will provide an update once we have the sessions scheduled.


Update on Beginning of Bi-Weekly Pay – September 30, 2015

Employees may have heard that Higher Education will be in Wave 2 of the wvOASIS payroll Go Live that is to occur in November. Marshall University is not in Wave 2, although many other institutions are. We are awaiting updates from the State with regards to our Go Live with a new payroll process, which could have the first check utilizing this new process in early January.  As soon as we have more definitive information, we will share it with our employees, as well as provide informational sessions about any resulting changes.

Information for 9-month Employees – April 17, 2015

The most important items to note are:

  • 9-month faculty who were converted from current pay to arrears pay in September 2014 will, in essence, receive one extra paycheck (excluding supplemental pay) for this academic year, unless they are retiring or resigning:
    • 18 regular pays + 1 conversion pay
    • 24 regular pays + 1 conversion pay
    • Note that this extra paycheck will not include certain deductions (PEIA, Mountaineer Flex), but will have retirement and taxes deducted.
  • It is highly unlikely that Marshall University employees will to move to bi-weekly pay until at least October 2015. Currently, no state agencies have implemented bi-weekly pay or gone live on the Human Resources module of the new wvOASIS system.
  • All summer school pay for 2015 will be paid on regular paychecks and in arrears.
  • The first paycheck for 9-month faculty whose contract period begins in mid-August will be September 15, 2015.
  • All 9-month faculty will be paid over 9 months unless a new pay option form is submitted before the start of Academic Year 2015-16, indicating their preference to be paid over 12 months

Please contact us at paychanges@marshall.edu if you have any questions. Remember to monitor the weekly “We Are …  Marshall” electronic newsletter and this website for updates.

Update on Beginning of Bi-Weekly Pay – April 8, 2015

Although there is still much uncertainty regarding the move to bi-weekly and other pay changes, we wanted to provide an update to the campus and share a few reminders.

  • Marshall University employees will NOT be moving to bi-weekly prior to July 1.  To this point no agencies have gone live on wvOASIS or bi-weekly pay.
  • It is highly unlikely that Marshall University employees will to move to bi-weekly pay prior to October of 2015.
  • All summer school pay will be paid on regular paychecks and in arrears.
  • The first paycheck for ALL employees on less than 12 month contracts whose contract period begins in mid-August for Academic Year 2015-2016 will be September 15, 2015.  A separate communication will be sent out to all employees on less than 12 month within the next week with additional information, including information for those with other contract start dates.
  • A revised FAQ has been released by the wvOASIS team, but note that most of the information relates to those employees of agencies who will be participating in the first wave of the wvOASIS implementation.  http://wvoasis.gov/Docs/Biweekly%20Pay%20FAQs%2003-25-15%20FINAL.pdf

We will continue to share any new information we receive about the move to bi-weekly and other changes that may impact our employees as a result of the implementation of wvOASIS. Please visit our Pay Changes website at http://www.marshall.edu/paychanges/ for additional information.

Related Information – New Leave Reporting Procedures

As a first step to an automated process of requesting and reporting leave and time to improve efficiency, beginning in March, most full-time exempt employees will report their exception time on an electronic time sheet.  This includes 12-month faculty, exempt classified staff, and non-classified staff.  We will be conducting trainings from Feb. 23 through March 17 to explain this new process for the employees and the approvers.

We encourage you to sign up for a training if you fit into one of these categories or if you are the departmental leave coordinator.  Some departments may only send one or two employees, who will return to their department and train others.  Other departments may prefer that all employees attend. This choice is up to the department. You may sign up for training at http://www.marshall.edu/human-resources/training/training-schedule/exception-time-entry-for-exempt-employees/.  We encourage department members to attend together when possible.

If you have any questions, please contact Juanita at Juanita.Parsons@marshall.edu


Update on Beginning of Bi-Weekly Pay – January 2015

According to a notification received from the wvOASIS team, “…not all agencies will go-live as originally planned.  Departments will now go-live in waves during the course of 2015…This also means that biweekly pay will be implemented in waves.”  We do not yet know which wave Marshall might be part of, but we know that we will not be in the first wave. 

What this means to our employees is that payroll will continue on a semi-monthly frequency until further notice.  The information on the wvOASIS website has not yet been updated for this change, but we will advise when additional details are made available.