8/9/16 Update #5
It seems as though we’ve finally reached the point where all relevant departments have come together to resolve the issues revolving around our retro pay and we have a new anticipated date for payment.
We received the following email from Jim Cacciola from payroll a short time ago:
“A plan was developed at this morning’s meeting by representatives form Payroll, Human Resources, and the University Computing Systems to generate retroactive union increases next pay period. Under that plan, checks and direct deposit transactions would be available on Friday, August 26, 2016. The plan calls the the automation of some data and the requirement to manually enter other data. Required resources in the three departments have been identified and notified. Data entry will begin tomorrow and continue through the next two weeks under a planned and coordinated schedule. At this time we are very confident that we can generate payments by the 26th. I will keep you updated of our progress during the next two to three weeks.”
As always, GAU will stay on top of this and let you know of any developments between now and Aug. 26th.
8/9/16 Update #5
What a week. We have two important updates for you.
Retro Pay Update: Unfortunately, it looks like Payroll and University Computer Systems (UCS) have encountered a number of technical issues that will once again cause us to miss the payroll deadline for the next pay period. We received the following explanation of the hold up from Jim Cacciola in payroll who has been working diligently to resolve these issues all week:
“The original estimated date (of the end of July) for generating Graduate Assistants’ retroactive payments was based on the time required to accumulate the data needed, and then to update our PeopleSoft system with this data via four Excel spreadsheets. The required data was compiled and entered into spreadsheets on time. The entry of data into the system via spreadsheets didn’t appear to be an issue since we have used this procedure in the past to enter large amounts of data.
Unfortunately it was discovered during our testing that the process we used in the past no longer worked because of software changes that occurred during a recent upgrade . We have been working on a solution to this technical problem and will meet again next Tuesday with University Computer System staff.
The volume of data entry required for this project greatly restricts our ability to enter it manually since it requires the input of 3,265 entries consisting of job data, contracts, dues structure, and account distribution records. Job data entry alone is time consuming because it consists of data entry into six different tabs. The entry of data required to compensate Graduate Assistants would require approximately 163 hours of work. That estimate is very conservative since it’s based on the ability of a data entry operator to complete each data element in a three minute time frame. Because most of the job input in the In-house payroll is decentralized at the department level, the University HR office has limited resources to perform this level of data entry. It would take two employees, doing nothing but entering GA data, over two and one-half weeks to enter the data. Clearly the automation of this data entry is the best and quickest solution. However, at some point soon, possibly as early as Tuesday, we will have to explore other options. I will call you next Tuesday immediately after the meeting adjourns.
The payroll office will process the payroll for the current pay period on Tuesday, August 9, 2016 for payments issued Friday, August 12, 2016. Therefore, Graduate Assistant retroactive payments will not be able to be produced this (upcoming) pay period.”
Please know that we have been actively engaged with everyone and anyone that can help us to get our retro pay processed and disbursed to you as soon as possible, including the Dept. of Human Resources and the Provost’s office. They are all aware of the urgency of the situation at hand.
We will stay on top of this into next week and as always will report back to you when we have more information to share.
Parking: Despite parking passes becoming available for purchase this week, it seems that Parking Services have not updated their system to reflect the fact that part time GAs are now entitled to a discount on their parking pass. They will be addressing this issue in the coming weeks and will report back to us early next week. In the meantime, hold off on purchasing your parking pass. We’ll let you know as soon as the system is back up and functioning properly for GAs.
8/2/16 Update #3
We have continued to be in frequent contact with Payroll and can confirm that all of the necessary data needed to process our retroactive pay is now in the hands of the Computer Center staff, who are tasked with automating the processes necessary for us to get our retro pay. All of the data must be processed by Monday if we are to receive our pay next Friday, August 12th.
We’ll send another update as soon as we hear back from the Computer Center and have something of substance to report.
In the meantime, we are happy to report that the Parking Services website now has semester parking passes available for the fall. Full time Graduate Assistants should be able to order them free of charge. If you are a part time Graduate Assistant, please let us know if you received a 50% discount on the cost of a parking pass in accordance with the terms of our new contract.
Lastly, thank you to so many of you who have reached out to us and offered to help in any way to get our retro pay finally disbursed. We may need your help if we experience any further delays, but for the time being we would like to give Payroll and the Computer Center enough time to process our paychecks rather than bog them down with a flood of phone calls. If this issue isn’t resolved by Friday, we’ll be filing a complaint with Human Resources.
7/29/16 Update #2
A quick update on retro pay before the weekend. After numerous conversations with the payroll department, the head of payroll reports that he is hopeful that our retroactive pay will be disbursed in the next payroll cycle. We are awaiting confirmation that their back-end issues have been worked out and have been assured that we will receive an update on Monday morning. We will of course share that information with you as soon as we hear anything.
General Information about Retro Pay
Now that our new contract has been ratified, you are getting a raise! In addition to a significant bump in pay for the coming fall, you may also be eligible to receive retroactive pay. If you were a graduate assistant in either or both the Fall 2015 and/or Spring 2016 semester, keep an eye on your direct deposit account/mailbox. You have a check coming your way very soon. Here are the details:
When will I receive my check?
All retro pay will be disbursed at the
end of July 2016 TBD. If you use direct deposit, your retro pay will go to the account you set up to receive your paycheck. If not, your retro pay will be mailed to the address you have on file on ecampus.
What do I need to do to ensure I receive my retroactive pay?
It is imperative that you update your banking information and mailing address on e-campus to ensure your deposit goes to the correct account. If you have closed your direct deposit account, please update your settings on e-campus to reflect this change and notify GAU so a paper check can be cut and mailed to you at your current mailing address.
How much money will I receive?
All retroactive pay will be pro-rated according to your assistantship and will apply to the raise for the 2015-16 academic year.
2015-16 Graduate Assistants will receive retroactive pay as follows:
Level 1: $800
Level 2: $700
Level 3: $1000
Feel free to email GAU with any questions you may have at firstname.lastname@example.org.