Skip navigation - Jump to main content

HR/Payroll Modernization Labor Discussions

Through the HR/Payroll Modernization project, the UW is replacing its 32-year-old payroll system with a single, comprehensive human resources/payroll ("HR/P") system called Workday. Workday will offer a more uniform, streamlined, and reliable experience for employees across the University, and is planned to launch in late-December 2015.

In anticipation of this transition, UW has invited all unions representing University employees to a series of meetings to discuss the features and potential implications of this new system.

Curtis Colvin
Director of Recruiting, UW Medicine Human Resources
Peter Denis
Assistant Vice President, Labor Relations
A.J. Hartman
Communications Specialist, Labor Relations
Joni Kirk
Communications Manager, HR/Payroll Modernization
Cheryl Scott
Assistant Vice President, HR/Payroll Modernization

Meeting Summary: July 8, 2014

Introduction

UW performed a walk-through of the topics and documents discussed to date.

Transitioning Effectively

UW stressed that with the implementation date of Workday defined, it is crucial in the time leading up to it to identify and address all issues and concerns of the unions as well as the UW employees they represent. The implications of HR/P Modernization are different for each union, but some of the upcoming changes will certainly have tangible impacts on employees.

An overriding concern for UW is how these changes will affect the lives of individual employees, and it is a top priority to ensure an effective and thoughtful transition that is mindful of this.

Bargaining the Impacts

UW reaffirmed its commitment to engage each of the unions and uphold its bargaining obligations where applicable. UW confirmed that it will provide each union with a demand to bargain in the coming weeks.

Next Steps

Questions that have arisen throughout these discussions can be found in the HR/P Labor Relations Frequently Asked Questions, and full details on the project are located on the HR/Payroll Modernization website. The next HR/P Labor Discussion is scheduled for July 22. Union participation and input in these meetings is strongly encouraged, and the University is providing paid release time for designated employees to attend.


Meeting Summary: June 24, 2014

Biweekly Pay Cycle Demonstration

UW walked through draft visual calendars demonstrating the transition from the current semi-monthly pay cycle to a future biweekly pay cycle:

  • Transition: The Biweekly Pay Cycle at a Glance summarizes semi-monthly paydays in 2015, biweekly paydays in 2016, and a brief transition pay period between the two cycles in December of 2015.
  • Future State: The 2016-2017 Payroll Calendar details pertinent dates on a biweekly cycle in 2016 and 2017, including paydays, end of pay periods, and timesheet approval deadlines.

The Transition from Semi-monthly to Biweekly

UW emphasized the importance of ensuring a smooth transition from semi-monthly to biweekly pay cycles. UW outlined the following pertinent dates, noting that these dates may change depending on decisions made during the project design phase:

  • Last Semi-Monthly Payday: Employees will receive their standard semi-monthly paycheck on December 24, covering the pay period of December 1-15, 2015.
  • First Biweekly Payday: First pay date on the new cycle will be January 8, 2016, covering the period of December 20 through January 2.
  • Bridging the Gap: Employees in a pay status between December 16 and 19 will be paid for these days via a "short" check, likely on December 29, 2015.

Employee Impacts

Smaller Paychecks more Frequently – A biweekly pay cycle is comprised of 26 pay periods instead of the current 24. Employees will receive the same annual take-home pay, just divided across more paychecks. In other words, shorter pay periods mean smaller individual paychecks that arrive more frequently.

Maintained Predictability – A biweekly pay cycle brings added consistency, as each pay period contains 14 days. While the amount per paycheck will be less than on the semi-monthly cycle, there is still predictability for bills and automatic payments: the first paycheck of the month will never come later than the 14th of the month, and second will never come later than the 28th of the month.

Timely Premiums – Though pay periods will be shorter, HR/P Modernization will also result in a shorter lag time from the end of a pay period to the corresponding payday. This means that premiums earned during a pay period will actually be paid on the subsequent pay date.

Individualized Examples – UW provided a Pay Cycle Transition Plan, using specific union-represented UW job classes as examples to demonstrate what the transition could look like for individual employees.

Next Steps

Questions that have arisen throughout these discussions can be found in the HR/P Labor Relations Frequently Asked Questions, and full details on the project are located on the HR/Payroll Modernization website. The next HR/P Labor Discussion is scheduled for July 8. Union participation and input in these meetings is strongly encouraged, and the University is providing paid release time for designated employees to attend.


Meeting Summary: June 10, 2014

Topics Covered:

FMLA Year

The Family Medical Leave Act (FMLA) allows employees to take up to 12 weeks of unpaid leave in a year for qualifying family or personal medical circumstances. This calculation varies slightly depending on how an employer defines its FMLA year:

  • Calendar FMLA Year: Due to technological limitations, UW currently follows a calendar FMLA year. This means that employees are eligible for up to 12 weeks of FMLA leave between January 1 and December 31 each year.
  • Rolling FMLA Year: HR/Payroll modernization will allow UW to implement a rolling 12-month FMLA period measured backward from the date an employee uses any FMLA leave. With this method the year is not fixed; an employee simply cannot exceed 12 weeks of FMLA leave in a given 12 month period.

Transition Period - Use of the rolling FMLA year will begin with the implementation of Workday, in January of 2016. Meanwhile, UW plans to establish an appropriate transition period in 2015 in which employees may choose either the calendar FMLA year or the rolling FMLA year, based on what best suits them.

Eliminating Unused Job Classifications

Background - During civil service reform, the UW and unions agreed to retain historical lists of classifications regardless of whether some of the classifications listed were still in use. This has resulted in several union-represented job classifications that are currently active, and yet are no longer used. Examples include statistical typist and hospital shift engineer.

The Plan - Carrying these unused classifications over into Workday will add unnecessary complexity, work, and maintenance requirements to the HR/P Modernization process. The HR/P Modernization project plans to only use the UW's active job classifications in its design process, thereby eliminating those which are no longer used.

The HR/P Modernization, Compensation, and Labor Relations offices will coordinate to analyze potentially impacted job classifications, and then will inform the appropriate unions.

Next Steps

Questions that have arisen throughout these discussions can be found in the HR/P Labor Relations Frequently Asked Questions, and full details on the project are located on the HR/Payroll Modernization website. The next HR/P Labor Discussion is scheduled for June 24. Union participation and input in these meetings is strongly encouraged, and the University is providing paid release time for designated employees to attend.


Helpful Resources

To ensure that all stakeholders are well-informed, the following materials will be maintained and continually updated:

HR / Payroll Modernization Logo