Pay Spread for Less Than 12-month Employees

Less than 12-month employees have the option to spread their pay evenly over the fiscal year beginning with their first full fiscal year of employment.  (Newly hired employees must wait until July 1.)  This is accomplished by completing the Salary Spread Authorization Form.

Supervisors and employees may schedule off contract time at any time during the fiscal year.  However, there are important considerations to be made when scheduling off contract time all at the beginning or all at the end of a fiscal year. 

We have provided three example scenarios below to demonstrate the balance due to/from an 11-month staff member who starts his/her pay spread on July 1st and vacates the position on the first day of the pay period for the March 3rd payday.  The balance due to/from the staff member varies depending on when off contract time is taken during the fiscal year.

Column Definitions:

The ‘Earned’ column represents the actual hours worked multiplied by the actual hourly wage (not pay spread wage) that is anticipated from July 1, until June 30, listed by pay dates in the current position.

The ‘Paid’ column represents the annual salary divided by 26.x pays, listed by pay dates.

The ‘Bal Due’ column represents the amount due to/from the staff member upon vacating the position.  A positive number reflects an amount due the staff member upon vacating the position and a negative number reflects an amount owed the university (an overpayment) by the staff member upon vacating the position. 

Example One:

The staff member was intending to take their time off contract in May and June. 
The staff member would be paid $1,431.91 additional.

Example Two:

The staff member scattered time off contract throughout the fiscal year.
The staff member would be paid $38.30 additional.

Example Three:

This staff member has time off contract at the beginning of the fiscal year (July and August). 
The staff member would owe the university $758.07.  This would be deducted from subsequent pay periods.