Online Timekeeping System and the Biweekly Pay Schedule Conversion

February 2005

University of Southern California

OTiS is Coming!

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)

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 paycheck—and accruals can be checked online at any time

Five Main Benefits of OTiS

Fast, easy, convenient timekeepingOTiS will eliminate the time

consuming paper shuffle of filling out paper timesheets, hand calculating totals, collecting signatures; copying, filing and storing paper records

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 weeks—26 paychecks each year

Each check will include pay for hours worked, paid leave and any overtime worked during each 2-week pay period

Five Main Benefits of OTiS

Vacation and sick leave accruals printed on each biweekly paycheckIn 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

Five Main Benefits of OTiS

An expert in wage and hour policies on everybody’s 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

Five Main Benefits of OTiS

FlexibilityOTiS provides flexibility in how time

worked is entered—online, biometric, card swipe, telephone—to 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.

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

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

First Check Using Automated Timekeeping System

* Applies to the non-exempt staff and student workers currently on the bi-weekly pay schedule

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 recordHours worked Meal period(s) takenPaid/unpaid leaves for non-exempt

staff only

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

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

* Applies to the non-exempt staff currently on the monthly pay schedule

August Bi-weekly Payments

Non-Exempts currently on the monthly pay schedule will receive theirFirst 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

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 typeFor 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

2005 Bi-Weekly Payroll Schedule for August and September

Deduction (Y/ N)

Month

Pay Period

Begins

Pay Period

Ends *Univ.

Benefits *Other

Deductions

Pay Date

07-14-2005 07-27-2005 N Y 08-03-2005

07-28-2005 08-10-2005 Y Y 08-17-2005

August

08-11-2005 08-24-2005 Y Y 08-31-2005

September

08-25-2005 09-07-2005 Y Y 09-14-2005

* “Univ. Benefits” include deductions such as Medical, Dental, and Transportation* “Other Deductions” include deductions such as USCard and Credit Union

August Deductions

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

August Deductions

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

September Deductions

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

Project Website: www.usc.edu/otis

General information about OTiS The name and contact information for

your departmental liaison Q&A - Answers to commonly asked

questions

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)

Information regarding OTiS and Bi-weekly Conversion

Departmental Liaisons Project website: www.usc.edu/otis Help Desk: (213) 437-1830 Email: otisusc@usc.edu

*Project website, Help Desk, and Email address will be available February 14, 2005

Questions???