Single Payroll

The Single Payroll project is a system-wide initiative to standardize UW System payroll by eliminating the monthly payroll cycle and moving all employees to a biweekly payroll cycle. This change will become effective in July 2021. Checks payable on July 30 will be the first to reflect a smaller amount. Below are resources that provide specific information and common questions and answers that relate to when employees can expect paychecks as well as direct deposit, contributions, and withholdings information. Employees will need to carefully consider their personal situations and take action to avoid paycheck errors.

Earnings Statements provide current information on direct deposit, contributions and withholdings. See the Explore Your Earnings Statement resource for additional information.

Pay Date Models

Pay Date Models allow you to enter your annual salary to calculate the gross earnings by pay date.

Annual Pay Date Model

The annual pay date model is a resource for all institutions and illustrates how the 2021 and 2022 calendar years will be paid over the biweekly payroll schedule.

Academic Year 2021-2022 Pay Date Models by Institution

The pay date model by institution illustrates how each 2021-2022 academic year will be paid over the biweekly payroll schedule. Please note that the beginning and/or end of an institution's academic year may not fall perfectly within the biweekly payperiod. Review your institution's academic year model to understand when your earnings will be paid. UW Tax-Sheltered Annuity (TSA) 403(b) Program, Wisconsin Deferred Compensation (WDC) 457 Program, Wisconsin Retirement System (WRS) additional contributions, additional tax withholding, direct deposits into multiple accounts and EdVest/529 Plan will be deducted from all paychecks beginning August 12, 2021. For TSA, WDC and WRS additional contributions, we strongly recommend you consider using a percentage of pay contribution that will automatically adjust if pay fluctuates.


Direct Deposit, Contribution or Withholding of Flat Dollar Amounts

As part of the transition to the biweekly payroll schedule, your per paycheck contribution and/or withholding amounts will remain the same. With the biweekly paycheck schedule, you will be receiving roughly double the number of paychecks per year, also doubling your contributions and withholdings. To avoid doubling up, you will want to recalculate and take the appropriate action to change the amount deducted from each paycheck.

Result if no action taken:

Current Beginning July 2021 with Single Payroll Transition
7/30/21 pay date: 8/12/21 pay date:
Monthly Earnings $6,500 Monthly Partial Earnings $3,565 Biweekly Earnings $3,000
Flat Contribution Deduction $500 Flat Contribution Deduction $500 Flat Contribution Deduction $500
Flat Extra Tax Withholding $500 Flat Extra Tax Withholding $500 Flat Extra Tax Withholding $500

Note: Contributions and/or withholdings deduct from all paychecks, including summer paychecks, for nine-month employees with summer contracts.

Download the Changing Contributions and Withholdings PDF.

Timeline for Changing Direct Deposit, Contribution or Withholding of Flat Dollar Amounts

Select the category below for specific information on paycheck dates and the dates to make contribution and withholding changes.

Change Additional Tax Withholdings

Paycheck Date that change will be effective Earliest day to enter change Last day to submit change Additional Instructions
July 30, 2021
(partial month check for July 1-July 17)
June 18, 2021 July 14, 2021 Change Federal and/or State W4 (Tipsheet) (Video)
August 12, 2021
(first biweekly check for July 18-July 31)
July 16, 2021 August 4, 2021 Change Federal and/or State W4 (Tipsheet) (Video)
August 26, 2021 August 6, 2021 August 18, 2021 Change Federal and/or State W4 (Tipsheet) (Video)
September 9, 2021 August 20, 2021 September 1, 2021 Change Federal and/or State W4 (Tipsheet) (Video)
September 23, 2021 September 3, 2021 September 15, 2021 Change Federal and/or State W4 (Tipsheet) (Video)

Note: Any changes made outside of these dates would affect other paychecks.

Change Tax-Sheltered Annuity (TSA) 403(b) and Wisconsin Retirement System (WRS) Voluntary Additional Contributions

These deductions can be set to change automatically as you shift to the biweekly payroll cycle and/or as you have future salary changes. To do this, you would need to change from a flat dollar amount to a percentage of your paycheck.

Paycheck Date that change will be effective Earliest day to enter change Last day to submit change Additional Instructions
July 30, 2021
(partial month check for July 1-July 17)
June 18, 2021 July 14, 2021 View/Edit Benefits Saving Summary (Tipsheet) (Video)
August 12, 2021
(first biweekly check for July 18-July 31)
July 16, 2021 July 31, 2021 View/Edit Benefits Saving Summary (Tipsheet) (Video)
August 26, 2021 August 1, 2021 August 14, 2021 View/Edit Benefits Saving Summary (Tipsheet) (Video)
September 9, 2021 August 15, 2021 August 28, 2021 View/Edit Benefits Saving Summary (Tipsheet) (Video)
September 23, 2021 August 29, 2021 September 11, 2021 View/Edit Benefits Saving Summary (Tipsheet) (Video)

Note: Any changes made outside of these dates would affect other paychecks.

Change Wisconsin Deferred Comp (WDC) 457 Program Contributions

These deductions can be set to change automatically as you shift to the biweekly payroll cycle and/or as you have future salary changes. To do this, you would need to change from a flat dollar amount to a percentage of your paycheck.

Paycheck Date that change will be effective Earliest day to enter change Last day to submit change Additional Instructions
July 30, 2021
(partial month check for July 1-July 17)
May 12, 2021 June 30, 2021 Change contributions online or contact WCD/Empower or 877-457-9327
August 12, 2021
(first biweekly check for July 18-July 31)
July 1, 2021 July 23, 2021 Change contributions online or contact WCD/Empower or 877-457-9327
August 26, 2021 Updates made from July 28 – August 18 will be reflected on the September 9 paycheck Change contributions online or contact WCD/Empower or 877-457-9327
September 9, 2021 July 28, 2021 August 18, 2021 Change contributions online or contact WCD/Empower or 877-457-9327
September 23, 2021 Updates made from August 19 and on will be reflected on the October 7 paycheck Change contributions online or contact WCD/Empower or 877-457-9327

Change Direct Deposit (including EdVest/529)

Applies to UW-Eau Claire, UW-Green Bay, UW-La Crosse, UW-Madison, UW-Oshkosh, UW-Parkside, UW-Platteville, UW-River Falls, UW-Stevens Point, UW-Stout, UW-Superior, UW System Administration.

Paycheck Date that change will be effective Earliest day to enter change Last day to submit change Additional Instructions
July 30, 2021
(partial month check for July 1-July 17)
June 18, 2021 July 14, 2021 Change Your Direct Deposit (Tipsheet) (Video)
August 12, 2021
(first biweekly check for July 18-July 31)
July 16, 2021 August 4, 2021 Change Your Direct Deposit (Tipsheet) (Video)
August 26, 2021 August 6, 2021 August 18, 2021 Change Federal and/or State W4 (Tipsheet) (Video)
September 9, 2021 August 20, 2021 September 1, 2021 Change Federal and/or State W4 (Tipsheet) (Video)
September 23, 2021 September 3, 2021 September 15, 2021 Change Federal and/or State W4 (Tipsheet) (Video)

Note: Any changes made outside of these dates would affect other paychecks.


Applies to UW-Milwaukee and UW-Whitewater ONLY.

Paycheck Date that change will be effective Earliest day to enter change Last day to submit change Additional Instructions
July 30, 2021
(partial month check for July 1-July 17)
May 1, 2021 July 13, 2021 Complete the Direct Deposit form and submit it to your campus payroll office.
August 12, 2021
(first biweekly check for July 18-July 31)
May 1, 2021 August 3, 2021 Complete the Direct Deposit form and submit it to your campus payroll office.
August 26, 2021 July 28, 2021 August 17, 2021 Change Federal and/or State W4 (Tipsheet) (Video)
September 9, 2021 July 28, 2021 August 31, 2021 Change Federal and/or State W4 (Tipsheet) (Video)
September 23, 2021 July 28, 2021 September 14, 2021 Change Federal and/or State W4 (Tipsheet) (Video)

Note: Any changes made outside of these dates would affect other paychecks.

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FAQ

The Single Payroll Project is a system-wide initiative to standardize UW System payroll by moving all employees who are currently paid monthly to a biweekly payroll schedule beginning in July 2021. Below are some common questions and answers.

Introduction to Single Payroll

What does Single Payroll mean?

Single Payroll means moving UW System employees who are paid monthly to a biweekly payroll schedule. It is important to note that your annual salary amount will not change because of the change in paycheck frequency.

When will single payroll go into effect?

  • Employees who are currently paid monthly will be paid on a biweekly schedule beginning in July.
  • Academic year contracts beginning between August 15 and August 28, 2021, can expect a first payment date of September 9, 2021.
  • Academic year contracts beginning August 29, 2021, or later can expect a first payment date of September 23, 2021.

How does this benefit me?

  • Biweekly paycheck is more frequent.
  • You will receive your paycheck on the same day (Thursday) each pay period.
  • Most benefits deductions will be split evenly over two paychecks instead of being deducted from one paycheck.

Why is this change being made?

The change is being made to help create payroll efficiencies and cost savings and is supported by the 2020FWD Strategic Framework and UW System's CORE initiative to create efficiencies in key human resource functions.

I'm currently paid monthly. What do I need to do?

  • If you are currently paid monthly, review your personal finances to budget for biweekly paychecks.
  • If you have automatic/online payments set up (for example, mortgage payment, car loan, utilities, etc.), you may want to review your monthly finances and prepare for biweekly paychecks and split benefits deductions. If you have payroll deductions that are flat dollar amounts (for example, Tax-Sheltered Annuity (TSA) 403(b), Wisconsin Deferred Compensation (WDC) 457, additional tax deductions, direct deposits into multiple accounts, etc.), you may want to change these amounts. You will be contacted with information on how to change your flat dollar amount deductions. The deadline to make WDC deduction changes to the July payroll is June 30, 2021.

Payroll Schedule

What will change for me and my paycheck?

All UW System employees will receive paychecks biweekly, every other Thursday.
  • 26 paychecks annually for A-Basis (Annual) and hourly employees
  • 20 paychecks annually for C-Basis (Academic) employees

When will I receive my paycheck?

Employees will receive paychecks every other Thursday.

Why aren't paychecks being issued on the 1st and 15th of each month?

Issuing paychecks biweekly is more consistent and you will receive your paycheck the same day each pay period.

Will I receive my checks sooner?

Yes, for employees currently paid monthly, you will receive a paycheck every two weeks. For academic staff on nine-month contracts, you will receive your first paycheck in September instead of October.

Will I get paid for 9 months of work over 12 months?

No, the biweekly pay periods will still be tied to the 9 months of work.

Academic Staff employees and University Staff employees are on different calendars. Are those going to change?

Employees on a 9-month contract or a 12-month contract will continue to work 9 or 12 months respectively. There will be one biweekly payroll calendar for all.

Impact on Paycheck Amounts

Will there be a paycheck estimator tool available for employees to see how their paychecks are affected?

Yes. Download the paycheck estimator in Excel format.

Will employees lose two weeks of pay due to the change from being paid monthly to biweekly?

  • No. Currently you are paid at the end of the month for the month you just worked. When we move to the biweekly pay schedule, you will be paid every other Thursday for the two-week period that ended 12 days before each pay date.
  • This is what your paychecks will look like during the transition:
    • You will get a full monthly paycheck paid on 6/30/2021 (pay for work during the entire month of June).
    • You will receive a partial monthly paycheck on 7/30/2021 (pay for work from July 1-July 17).
    • You will then receive your first biweekly paycheck on 8/12/2021 (pay for work from July 18-July 31).
    • You will continue getting a biweekly paycheck for the two weeks of work you completed 12 days earlier through the length of your employment.
  • You will get fully paid for the entire length of your employment based on the biweekly payroll calendar.
  • Review the 2021 Pay Schedule for the remaining 2021 pay periods and pay dates.

Will this affect my tax withholdings and garnishments?

  • Total tax deductions on an annual basis will be the same. Tax withholding on a biweekly paycheck will be less than on a monthly paycheck since you will receive more paychecks
  • If you take an additional flat amount out for taxes, you will want to adjust the amount to deduct over 26 paychecks (A-basis and hourly employees only).
  • Garnishments will automatically be adjusted. Agencies will be informed of the frequency change and what deduction amounts or calculations will be affected.

How will general deductions be affected by the monthly to biweekly transition?

Active general deductions (Charitable – SECC, United Way, Foundation, parking, meal plans, sports activity, etc.) will continue to be withheld at existing monthly amounts through the last partial monthly paycheck on 7/30/21 (pay for work from July 1-July 17) and will then be automatically converted to a biweekly amount for the new pay schedule.

Impact on Benefits

How will benefit deductions be affected by the monthly to biweekly transition?

Most deductions for benefits will be divided evenly between the first two pay periods of each month. Some examples of benefits deductions include:
  • Health Insurance
  • Dental insurance
  • Vision Insurance
  • Life insurance
In months when there are three pay periods, benefits deductions will not be taken from that pay period with the exception of Wisconsin Retirement System, Tax Sheltered Annuity 403(b) and Wisconsin Deferred Compensation 457 contributions

How will premium deductions (insurances) be made in biweekly paychecks once the change in made?

  • Full monthly paycheck paid on 6/30/2021 (pay for month of June). Full benefit premiums will be deducted from this check.
  • Partial monthly paycheck paid on 7/30/2021 (pay for July 1 - July 17). Full benefit premiums will be deducted from this check.
  • First biweekly paycheck paid on 8/12/2021 (pay for July 18 - July 31). Benefit premiums will not be deducted from this check.
  • Next biweekly paycheck paid on 8/26/2021 (pay for 8/1 - 8/14). Half of the benefit premiums will be deducted from this check (1st half of Sept premiums).
  • Next biweekly paycheck paid on 9/9/2021 (pay for 8/15 - 8/28). Remaining half of the benefit premiums will be deducted from this check (2nd half of Sept premiums).
  • Review the 2021 Pay Schedule for the remaining 2021 pay periods and pay dates.
Note - Benefit contributions (WRS, TSA, WDC, FSA Medical & Dependent Care) will have full deductions from all checks.

Will this affect my Wisconsin Retirement System (WRS) contributions?

Your annual WRS contributions will remain the same. WRS contributions will be deducted on a biweekly basis based on your gross earnings for that paycheck. WRS contributions on a biweekly paycheck will be less than on a monthly paycheck, but the contributions ultimately equal the same amount.

For the Wisconsin Retirement System (WRS) pension benefit Faculty, Academic Staff and Limited Appointees are on a fiscal year (7/1 – 6/30) calendar. How will the payroll cycle change from being paid on a monthly basis to a biweekly basis affect my WRS eligible earnings?

The payroll cycle change does not affect WRS earnings for fiscal year 2021 (July 1, 2020 – June 30, 2021).

The payroll cycle change will affect WRS earnings for fiscal year 2022 (July 1, 2021 – June 30, 2022). Under a monthly payroll, earnings for work performed during the second half of June 2022 would have been paid June 30, 2022 and included as part of fiscal year 2022 WRS earnings. Under a bi-weekly payroll, these earnings will instead be paid in July as part of fiscal year 2023 (July 1, 2022 – June 30, 2023). This will cause fiscal year 2022 WRS eligible earnings to be slightly lower.

It is important to note that you are not losing earnings. Earnings are being shifted to the new fiscal year because of the payroll cycle change.

WRS eligible earnings are reported on a “when paid” basis. This is required by statutory definition of “earnings,” which states that earnings are considered received as of the date when they would normally be payable by the employer. For reference see Wisconsin Statute 40.02(22).

Under the WRS formula benefit calculation, final average earnings are determined by using your three highest earning fiscal years. If you are retirement age (age 55) or near retirement age, fiscal year 2022 may not be one of your three highest earning fiscal years due to the shift in earnings from fiscal year 2022 to fiscal year 2023. Note that for the final average earnings calculation the three highest fiscal years do not need to be consecutive or the last three prior to terminating.

How will my UW Tax-Sheltered Annuity (TSA) 403(b) and Wisconsin Deferred Compensation (WDC) 457 Program deductions be affected by the monthly to biweekly transition?

If you have elected to contribute a flat dollar amount per pay period to the UW Tax-Sheltered Annuity (TSA) 403(b) Program and/or the Wisconsin Deferred Compensation (WDC) 457 Program, you may want to adjust your election to a different flat dollar amount so that your monthly total is the same or consider making a percent election prior to the transition to biweekly payroll. The deadline for WDC deduction changes to the July payroll is June 30, 2021.
  • UW Tax-Sheltered Annuity (TSA) 403(b) Program contribution changes can be made one of two ways:
    • Log into the MyUW Portal (Note that initial enrollments or stops cannot be completed through the portal. A Salary Reduction Agreement is needed.)
    • Complete a Salary Reduction Agreement.
  • Wisconsin Deferred Compensation (WDC) 457 Program contribution changes can be made by contacting WDC directly or 877-457-9327.
Effective with the transition to biweekly payroll, TSA and WDC will be deducted from all paychecks including Summer service and Summer session.

Will my Health Opt-Out Incentive payment change?

  • Health Opt-Out Incentive payments will transition to align with the biweekly payroll schedule.
  • Employees who are currently paid monthly will receive the Health Opt Out incentive on their 6/30/2021 paycheck. This will be the 7th payment in 2021. The first biweekly Health Opt Out Incentive payment will be paid on the 8/26/2021 paycheck. Health Opt Out incentives will not be on the paid on 7/30/21 or 8/12/21 paycheck to facilitate the transition to the biweekly pay schedule.
  • Employees who elected the Health Opt Out Incentive for the entire plan year will receive the full $2,000 payment in 2021 (employees hired mid-year or who make changes due to a life event receive a pro-rated share of the Health Opt-Out Incentive).

Will my Health Savings Account (HSA) employer contribution change?

  • Health Savings Account (HSA) employer contributions will transition to align with the biweekly payroll schedule.
  • Employees who are currently paid monthly will receive the HSA Employer contribution on their 6/30/2021 paycheck. This will be the 7th payment in 2021. The first biweekly HSA employer contribution will be paid on the 8/26/2021 paycheck. HSA Employer contribution will not be paid on the 7/30/21 or 8/12/21 paycheck to facilitate the transition to a biweekly pay schedule.
  • Employees who elected the HSA for the entire plan year will receive the full $1,500 for family coverage / $750 for single coverage in 2021 (employees hired mid-year or who make changes due to a life event receive a pro-rated share of the HSA employer contribution).

How will the change from a monthly to a biweekly pay schedule affect my Health Savings Account (HSA)?

  • Employees do not need to make any changes to their HSA contribution. The payroll system will automatically recalculate your contribution amount for each pay period. The per pay period contribution amount is calculated by subtracting your year-to-date contributions from your annual election. This number is then divided by the number of payrolls remaining for the year.
  • You may change your HSA annual election amount at any time by completing the HSA Election Change Request Form. Note that annual election changes cannot be lower than the amount you have contributed year-to-date.

How will the change from a monthly to a biweekly pay schedule affect my Health Care and/or Dependent Care Flexible Spending Account (FSA)?

  • Employees do not need to make any changes to their FSA contributions. The payroll system will automatically recalculate your contribution amount(s) for each pay period. The per pay period contribution amount(s) are calculated by subtracting your year-to-date contributions from your annual election. This number is then divided by the number of payrolls remaining in the plan year.
  • FSA annual election amounts cannot be changed unless you have a qualifying life event.

Time and Leave Reporting

Will my earned leave be affected?

No. Annual leave accrual amounts will not be affected by this change.

Will this change the timing of my annual leave allocation?

No. University Staff employees will continue to have leave allocated on a calendar year basis and Faculty, Academic Staff and Limited Appointees (both exempt and non-exempt) will continue to have leave allocated on a fiscal year basis.

Will all employees need to report time on a timesheet?

No. The need to record daily hours worked on a timesheet is based on exempt or non-exempt FLSA status, not paycheck frequency.

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Town Hall Meetings

Attend one of four online Single Payroll Town Hall Meetings. Learn how you will be paid during the transition, how the new payroll schedule will affect your paycheck, and what you can do to prepare for the change. You will be able to ask questions of the presenters in the chat feature. Learn when the split benefits deductions go into effect, how they will affect your paycheck, and what to do to prepare for the change. Each session will cover the same information. We will post the recordings (with closed caption) and slides following each Town Hall meeting.

Single Payroll Town Hall - overview for all employees paid monthly
Wednesday, March 3, 2021, Noon - 1:00 PM

This session is open to all employees who are paid monthly to provide an overview of the new pay period and payroll schedule, preview the change in benefits deductions, and answer your questions about the change.

Presenters: Dan Chanen (UW System Interim Associate Vice President & Chief Human Resource Officer), Jenny Hanewall-Marnocha (UWSS Interim Assistant Director Customer Support and Service Delivery)
Presentation video
Presentation slides

Single Payroll Town Hall - information for 9-month contract employees
Tuesday, May 4, 2021, 8:00-9:00 AM

This session is open to employees who are on a 9-month contract to explain the new pay period and payroll schedule, describe how benefits deductions will be made, and answer your questions about the change.

Presenters: Dan Chanen (UW System Interim Associate Vice President & Chief Human Resource Officer), Jenny Hanewall-Marnocha (UWSS Interim Assistant Director Customer Support and Service Delivery)
Presentation video
Presentation slides

Single Payroll Town Hall - information for 12-month contract employees
Thursday, May 13, 2021, 4:00-5:00 PM

This session is open to employees who are on a 12-month contract to explain the new pay period and payroll schedule, describe how benefits deductions will be made, and answer your questions about the change.

Presenters: Dan Chanen (UW System Interim Associate Vice President & Chief Human Resource Officer), Jenny Hanewall-Marnocha (UWSS Interim Assistant Director Customer Support and Service Delivery)
Presentation video
Presentation slides

Single Payroll Town Hall - open session for all employees paid monthly
Monday, May 17, 2021, 1:00-2:00 PM

This session is open to all employees who are paid monthly to explain the new pay period and payroll schedule, describe how benefits deductions will be made, and answer your questions about the change.

Presenters: Dan Chanen (UW System Interim Associate Vice President & Chief Human Resource Officer), Jenny Hanewall-Marnocha (UWSS Interim Assistant Director Customer Support and Service Delivery)
Presentation video
Presentation slides

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Your Saving & Spending Plan (Budget) Workshops

A change in payroll frequency and timing of deductions may bring up questions and extra financial stress. In this webinar, UW Credit Union Financial Mentors will help you to answer those questions and to create a spending and saving plan that works for you. This session will also provide options to consider if you will face a temporary budget shortfall due to a payroll change.

Registration is required and can be done up until the workshop starts.

Workshop Presentations

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Employee Assistance Program

The EAP provides confidential resources for employees and family members to address personal/work-related concerns. Additionally, the EAP can assist with financial situations. EAP services are provided at no cost (to you and members of your household). For more information review the Employee Assistance Program (EAP) webpage.

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