The Human Capital Management (HCM) project implemented in January 2019 along with an upgrade to SAP SuccessFactors streamlined payroll processes, including transitioning graduate staff, fellows, resident assistants and resident education assistants to the biweekly pay cycle. Moving to the biweekly pay cycle provided payments that are more frequent for the employee and eliminated the previous manual process.

Employees experienced a transition pay in order to provide a total monthly pay (across two biweekly pay periods per month) similar to the expected pay that would have been received at the end of each month.

Recently added (April 2019)

Click on question to view the answer

As the spring semester comes to a close, you will notice the transition pay is reversed starting with pay period 4/15-4/28. The transition pay, which is a portion of your annual pay, was designed to closely align your biweekly payments to the anticipated monthly amount. As an academic year appointment, you would have anticipated 50% of the pay in May.

academic year appointment

As the spring semester comes to a close, you will notice the transition pay is reversed starting with pay period 5/13- 5/26. The transition pay, which is a portion of your annual pay, was designed to closely align your biweekly payments to the anticipated monthly amount. In the example below, the final four pay periods of the fiscal year equal to the expected monthly amount.

fiscal year appointment

The fall semester starts on August 12. Your first biweekly pay period is August 5-18, 2019, paid on August 28. The August 28 paycheck will only include pay for August 12 – 18, therefore it will be 50% of your total biweekly pay. The below table displays pay dates through January 1, 2020.

Pay Period Dates

Pay Date

Biweekly Pay Total

August 5 – 18, 2019 August 28 50%
August 19 – September 1, 2019 September 11 100%
September 2 – 15, 2019 September 25 100%
September 16 – 29, 2019 October 9 100%
September 30 – October 13, 2019 October 23 100%
October 14 – 27, 2019 November 6 100%
October 28 – November 10, 2019 November 20 100%
November 11 – 24, 2019 December 4 100%
November 25 – December 8, 2019 December 18 100%
December 9 – 22, 2019 December 31 100%

The Transition Pay Template also contains a template to view pay for the next academic year. Complete the top section with your annual pay, select ‘Academic Year’ as Appointment Type, then scroll past the Spring Semester 2019 template to view the 2019-2020 Academic Year.

Your summer pay will be biweekly. Both the business office and the faculty member you support have access to SEEMLESS to complete a biweekly calendar.

The transitional period ended in May for those with academic year contracts and will end with the July 3 pay for those with fiscal year contracts who have not transferred to another position for the summer months. Beginning with the first pay period of the fiscal year that begins July 1, all graduate students will be fully transitioned to biweekly pay with 26 equal payments for those on fiscal year contracts and 19.5 equal payments for those on academic year contracts.

Previous questions (November 2018)

Graduate staff (including graduate teaching assistants, graduate lecturers, graduate administrative/professionals and graduate research assistants), fellows, resident assistants, and resident education assistants.

  • December 28 – will receive monthly pay (December 1-31)
  • January 16 – will receive first biweekly pay
  • January 30 – will receive second biweekly pay  

Academic Year appointments have 19.5 biweekly pay periods. The academic spring semester is from Dec. 31, 2018, through May 12, 2019. There are 10 biweekly pay periods. Fiscal Year appointments have 26 biweekly pay periods. From Jan. 1, 2019 through June 30, 2019, there are 13 pay periods.

Click the Transition Pay Template to open the excel worksheet. Type in the annual salary and select Academic Year or Fiscal Year appointment. The calculations will display the estimated biweekly pay plus transition pay.

The biweekly pay is calculated by dividing the salary by the number of pay periods. Academic Year appointments have 19.5 biweekly pay periods. Fiscal Year appointments have 26 biweekly pay periods.

The below example is a Fiscal Year Appointment with an annual salary of $24,000.  $24,000 divided by 26 is 923.08.

Monthly Pay $2,000.00
Annual Pay $24,000.00
Per Biweekly Pay $923.08
Gross Pay received through 12/31 $12,000.00
Actual Spring pay remaining $12,000.00
Total Annual Pay $24,000.00

The transition pay is designed to provide a total monthly pay (across two biweekly pay periods per month) similar to the expected pay that would have been received at the end of each month. Use the Transition Pay Template to determine the estimated gross biweekly pay and transition pay. The example below is for a Fiscal Year appointment. 

Grad Pay

The biweekly pay dates are located on the Payroll website - Biweekly Calendar of Paydates

No – the transition only changes the frequency in pay, a timecard is not completed or required.

Your current benefit package does not change, where applicable. The transition to the biweekly pay cycle changes pay frequency only. Any withholdings (benefits, taxes, etc.) will adjust accordingly.

It does not have an impact. Those required to complete PARs will continue to do so.

Transition Pay Template

Grad Pay

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