Background
Standardizing the pay day across the CSU will create system efficiencies and maximize system resources. Proposed change is for a uniform pay day for all CSU positive pay and student employees as the 15th of the month. This practice is currently done by a majority of CSU campuses. This change could be made at impacted campuses prior to CHRS.
Issue
Pay cycle schedules by pay period need to be updated, established and communicated. These should include deadlines for time submission/entry, time approval and deadlines for all exceptions managed and for Payroll to have time finalized for submission to SCO.
Analysis
75% of campuses/sites currently pay their students and other positive paid employees on the 15th of the month. There will be 6 campuses impacted by this change as their pay day is not currently the 15th (Chico – 10th; Dominguez Hills – 12th; Maritime – 12th; Monterey Bay – 10th; San Bernardino – 10th; San Jose – 14th).
Considerations
Time to plan for the change at each respective campus that is impacted. Campuses need to plan the timing of the change that works best for their campus. This includes appropriate lead time to communicate the change to all impacted individuals and departments. Ideally, communication of the change would begin no less than one semester prior the change being effective.
Coordination with SCO needs to occur for any pay day changes that occur.
If approved, the TL/AM leads will reach out to the impacted campuses to facilitate this transition. Some leads have change plans they can share with other campuses that made this change when the 2011 tech letter first issued (HR/Salary 2011-01). A toolkit will be available for impacted campuses that include an example planning tools like an agendas for stakeholder discussions, project plan, and some FAQs. In addition, some additional communications tools will be included. These include book marks, paycheck stuffers and posters.
Cross-Functional Impacts (Positive / Negative)
None.
CHANGE IMPACT
To be filled out by BSA (from Change Impact Tracking log):
| Module | Map ID | Change Impact Log ID | Map Name | Impact Type | % of Employees Impact |
|---|---|---|---|---|---|
TLAM | 36 | 438 | AM Administer Absence Calculation | High | 85% of EEs on 6-10 campuses |
The following items will be answered / addressed by Change Management:
Areas of potential change resistance to proposed HR process / policy changes?
Leadership and Payroll staff on campuses that are not currently on the proposed Uniform Pay Day.
Potential resource needs in order to plan, engage, prepare, and/or deploy the change?
Need backing of central leadership and expertise from campuses who have already undergone this change.
Associated costs relative to the scope of the change to requirements requested?
May need money in order to help campuses provide advances to affected employees.
Training needs or if a straightforward change?
This is a relatively straightforward change, but consistent and clear communication will be required.
Implication on any other related process / functions?
This may have an impact on other modules which use the Positive Pay Date as a deadline for activities.
REVISION CONTROL
Revision History
Revision Date | Reviewed By | Summary of Revisions | Section(s) Revised |
| 6/22/17 | Dave Weiler | New Document | NEW |
| 6/22/17 | Beverly Mausbach | Updated title and added footer | Title Footer |
Review/Approval History
Review Date | Reviewed By | Action (Reviewed, Recommended, Approved, Denied, Cancelled) | Comments |
| 6/22/17 | Change Management | Reviewed | |
| 7/26/17 | CMS Management | Recommended | |
| 8/4/17 | Finance | FYI only | |
| 8/3/17 | SWHR | Approved |
End of Article