Changes to payroll system begin at end of this month

As all employees were informed last spring, Marshall’s payroll system will be changing in two significant ways—a transition at the end of this month to payment in arrears for those who are now being paid on a current basis and a move in January 2015 to bi-weekly pay.

These changes are necessary as part of the State of West Virginia’s move to the wvOASIS Enterprise Resource Planning System.


Conversion to Payment in Arrears

The State of West Virginia is converting to arrears payment for all state employees, effective with the last pay of September 2014. This means that work performed from the middle to the end of the month will be paid at the middle of the following month.

This change will affect only those employees hired before July 1, 2002. All employees hired after that date are already paid in arrears.

None of the affected employees will miss a September paycheck due to this change, according to Mary Ellen Heuton, the university’s chief financial officer. Instead, the last payday of this month will be handled like an interest-free advance on an employee’s pay. Instead of requiring anyone to skip a payday in order to hold back a half month’s pay for arrearage payroll, that one pay will be considered an interest-free loan. The effect of this change on the employees’ day-to-day finances should be minimal, if not completely transparent.

When an employee leaves Marshall or takes an unpaid leave of absence, the amount of that first arrears payday will be deducted from his or her final check(s).


Start of Bi-weekly Pay

Marshall—like all state agencies—will move to a bi-weekly pay system in January 2015. The transition is part of a system-wide plan to bring state employees at all locations into a standardized pay schedule.

Instead of being paid twice a month as they are now, employees will be paid every two weeks on Friday. That adds up to 26 pay periods per year, rather than the 24 pays employees currently receive. This means pay will be spread out more and employees will get less per check, although their yearly pay will not change.

All Marshall employees will be affected by this change, which will impact their cash flow.

Marshall University is committed to making these pay changes as smooth and as transparent as possible for employees.

Arrangements are being made to provide financial planning assistance and temporary advances to help employees who experience a financial hardship from these changes.

For more information about these pay changes, please visit The website and FAQs are being updated as information is received from the State.

The university will be hosting question-and-answer sessions for employees beginning the week of Sept. 22. Watch for details in upcoming issues of this newsletter.

In the meantime, if you have questions or concerns, please contact Human Resource Services at 304-696-6455 or email