Career Roadmap Implementation - Human Resources at Ohio State

Implementation

When Career Roadmap is implemented, new job profiles and salary ranges will be shown in Workday, and all in-scope staff will see a Career Roadmap function, subfunction, band and level in their Workday profile.

Because the university utilizes two pay frequencies – monthly and biweekly – there will be two implementation dates.

  • November 1, 2022, for staff paid monthly
  • November 6, 2022, for staff paid biweekly and staff who will change pay frequency as a result of Career Roadmap

Career Roadmap Standards

Each Career Roadmap job profile has assigned standards that apply to each position and employee in that job profile. The standards for each job profile will be effective on the dates listed above. These standards include:

  • Job profile name (new)
  • Pay grade and pay range (new)
  • Working title (same as current state)
  • Job Family (some may change)
    • Classified Civil Service (CCS) staff are protected by state rules for public employees.
    • Unclassified employees are not subject to CCS protections and include Administrative & Professional (A&P) and Senior A&P staff.
  • Fair Labor Standards Act (FLSA) (some may change)
    • Exempt or non-exempt from overtime eligibility

Implementation Master Calendar

Date Event
October 3 Pull data for implementation. New hires on or after this date are not eligible for pay advance
October 10 Send job profile assignment letter to employees changing job family or pay frequency
October 10 Send pay advance letter to eligible employees
October 11-12 Send general job profile assignment letter to majority of in-scope employees
November 1 Assigned job profiles visible in Workday for employees who are exempt under FLSA and remaining exempt in Career Roadmap
November 4 Due date to opt in for pay advance for eligible employees
November 6 Assigned job profiles visible in Workday for employees who are paid biweekly or who are changing job family and/or FLSA status in Career Roadmap
November 20 End of first pay period in Career Roadmap for employees paid biweekly
November 30 End of first pay period and first paycheck in Career Roadmap for employees paid monthly
December 2 First paycheck in Career Roadmap for employees paid biweekly. Date of pay advance for eligible employees who opted in.
December 16 Date of first repayment installment for those who opted into the pay advance
June 2, 2023 Date of last repayment installment for those who opted into the pay advance

Pay Impacts

There will be no reduction in base pay as part of Career Roadmap. However, based on the FLSA status assigned to the job profile, there might be a change to your pay frequency, payroll deductions and eligibility for certain services, as applicable.

At Ohio State, exempt employees are paid monthly, while non-exempt employees are paid hourly on a biweekly basis. For employees who will change from monthly to biweekly pay, the transition causes a pay gap due to the two-week lag between actual hours worked and receipt of pay. Those employees will be offered a pay advance to bridge the gap, with a repayment schedule spread out over several pay periods.

In mid-September, information about changing pay frequency and the pay advance will be sent directly to those impacted.

Managing Changes to You

All staff who are included in Career Roadmap will receive a letter after the employee review period indicating the job profile they will be assigned at implementation. The letter will include the above standards for the assigned Career Roadmap job profile. Referencing that information, you can use the resources provided on this web page to understand the impacts to you and plan accordingly.

To check your current job family and FLSA status, go to Workday and follow these steps:

  1. Click the profile icon
  2. Click View Profile
  3. Click “Job”
  4. Click on the link next to Position to find the FLSA status
  5. Scroll down to Job Exempt. If “Yes,” the position is exempt from overtime eligibility under the FLSA. If “No,” the position is non-exempt and eligible for overtime.

Optional Request for Reviews after Implementation

The staff compensation policy allows staff to request a review of their assigned job profile once every 12 months.

If job duties change substantially, such that there has been a significant, permanent change in the overall job, positions may need to be reclassified. It will be important for managers to ensure that position descriptions remain updated, even after the initial Career Roadmap implementation. Position descriptions should be reviewed annually.

Detailed Impacts when Job Family Changes

If your job family is not changing, it is unlikely you will have many payroll impacts. Exceptions are described below:

Pay Frequency
  • Your Job Profile Assignment Letter will be sent in September and will confirm your new pay frequency.
  • If your FLSA status changes from exempt to non-exempt, your pay frequency will change from monthly to biweekly, and you will now be eligible for overtime pay or to earn compensatory time.
  • Any pay frequency change will go into effect at Career Roadmap implementation on November 6, 2022.

Your To-Do List

Payroll Deductions

If your pay frequency changes, some payroll deductions will change as well:

  • Benefits – No changes to medical, dental, vision, flexible spending accounts, or voluntary group term life insurance enrollment. Premiums are automatically adjusted if pay frequency changes. Retirement deductions for OPERS are automatically adjusted if pay frequency changes. You may need to adjust deductions for optional supplemental retirement accounts.
  • Parking – The full amount of the November payroll deduction for parking will be withheld from the November 30 partial pay. Starting December 16, the full amount will be withheld from the second biweekly pay each month.
  • Buckeyes for Charity – Remaining pledge amounts for calendar year 2022 will automatically be adjusted to your new pay schedule. Buckeyes for Charity will contact you regarding your current pledge amounts and arrange any needed updates.
  • Employee Giving (Campus Campaign) – Gifts will be processed at the end of the month for employees paid monthly and during the first and second pay periods of the month for employees paid biweekly. An Employee Giving Representative will contact you soon to discuss your current payroll deductions and arrange any needed updates.
  • Ohio State’s Child Care Program – Deductions for Ohio State’s Child Care Program are automatically recalibrated when pay frequency changes.
  • Recreational Sports – The deduction is taken from the second biweekly pay each month. No action is required by you.
  • Faculty & Staff Fitness – The deduction is taken from the second biweekly per month. No action is required by you.
  • Tax Withholding – If you have set up additional tax withholding, you may need to adjust these deductions if your pay frequency changes.
  • Personal Bill-Pay Service – If you use your financial institution’s personal bill-pay service, you are encouraged to review the timing of these payments relative to your new paycheck schedule.

Your To-Do List

  • Use Fidelity’s NetBenefits website to adjust deductions for optional supplemental retirement accounts (SRA). Check the SRA election calendar to determine timing.
  • Contact buckeyesforcharity@osu.edu or 614-292-9924 with any changes. This is not required.
  • Contact employeegiving@osu.edu with any questions regarding your Employee Giving (Campus Campaign). This is not required.
  • Contact Ohio State’s Child Care Program for details. This is not required.
  • Use Workday to adjust tax withholding, if needed.
  • To make a change to personal bank transactions, contact your financial institution and the billing entity as soon as possible, as advance notice may be required.
Overtime Eligibility
  • If overtime eligibility changes from exempt to non-exempt under the FLSA, you will become eligible for overtime when working more than 40 hours in a workweek.
  • Your salary will be converted to hourly pay.
  • You will use a timekeeping system to track hours worked.
  • You must have overtime approved by your supervisor in advance.

Your To-Do List

Compensatory Time
  • If pay frequency changes to biweekly, you will become eligible for compensatory time, which is given to compensate for overtime worked in lieu of overtime pay.

Your To-Do List

If your job family is not changing, it is unlikely you will have many payroll impacts. Exceptions are described below:

Probationary Period
  • You will need to finish any ongoing probationary period started prior to Career Roadmap implementation.

Your To-Do List

  • You can check your probationary status in Workday. Go to View Profile and click Summary.
Pay Frequency
  • If current pay frequency is monthly, pay frequency will change to biweekly.
  • Your Job Profile Assignment Letter that will be sent in September will confirm your new pay frequency.
  • Any pay frequency change will go into effect at Career Roadmap implementation on November 6, 2022.

Your To-Do List

Overtime Eligibility
  • If you are currently exempt from overtime eligibility as an unclassified employee, you will become nonexempt under the FLSA and eligible for overtime when working more than 40 hours in a workweek.
  • Your salary will be converted to hourly pay.
  • You will use a timekeeping system to track hours worked.
  • You must have overtime approved by your supervisor in advance.

Your To-Do List

Compensatory Time
  • If pay frequency changes to biweekly, you will become eligible for compensatory time, which is given to compensate for overtime worked in lieu of overtime pay.

Your To-Do List

Benefits (health insurance, flexible spending accounts, life insurance and retirement)
  • No changes to medical, dental, vision, flexible spending accounts, or voluntary group term life insurance enrollment. Premiums are automatically adjusted if pay frequency changes.
  • Retirement deductions for OPERS are automatically adjusted if pay frequency changes.
  • You may need to adjust deductions for optional supplemental retirement accounts.

Your To-Do List

Paid Time Off
  • No change at Career Roadmap implementation.
  • If eligible for vacation, you may receive legacy A&P accrual rate at Career Roadmap implementation based on years of service.
  • Annual vacation balance carryover will follow CCS limit.

Your To-Do List

Parking
  • No impact in 2022-2023 academic year.
  • Parking eligibility may change for 2023-24 academic year.
  • Option to request an upgrade/downgrade offered by CampusParc each May.
  • The full amount of the November payroll deduction for parking will be withheld from the November 30 partial pay. Starting December 16, the full amount will be withheld from the second biweekly pay each month.

Your To-Do List

Probationary Period
  • There is no probationary period.
Pay Advance
  • If current pay frequency is monthly, pay frequency will change to biweekly.
  • You may be eligible for a pay advance due to the pay gap created when changing from monthly to biweekly pay.
  • If you are eligible for the pay advance, you will receive direct communications with detailed information and instructions on how to enroll.

Your To-Do List

  • If your pay frequency is changing, consider a pay advance.
Other Payroll Deductions
  • Buckeyes for Charity – Remaining pledge amounts for calendar year 2022 will automatically be adjusted to your new pay schedule. Buckeyes for Charity will contact you regarding your current pledge amounts and arrange any needed updates.
  • Employee Giving (Campus Campaign) – Gifts will be processed at the end of the month for employees paid monthly and during the first and second pay periods of the month for employees paid biweekly. An Employee Giving Representative will contact you soon to discuss your current payroll deductions and arrange any needed updates.
  • Ohio State’s Child Care Program – Deductions for Ohio State’s Child Care Program are automatically recalibrated when pay frequency changes.
  • Recreational Sports – The deduction is taken from the second biweekly pay each month. No action is required by you.
  • Faculty & Staff Fitness – The deduction is taken from the second biweekly per month. No action is required by you.
  • Tax Withholding – If you have set up additional tax withholding, you may need to adjust these deductions if your pay frequency changes.
  • Personal Bill-Pay Service – If you use your financial institution’s personal bill-pay service, you are encouraged to review the timing of these payments relative to your new paycheck schedule.

Your To-Do List

  • Contact buckeyesforcharity@osu.edu or 614-292-9924 with any changes. This is not required.
  • Contact employeegiving@osu.edu with any questions regarding your Employee Giving (Campus Campaign). This is not required.
  • Contact Ohio State’s Child Care Program for details. This is not required.
  • Use Workday to adjust tax withholding, if needed.
  • To make a change to personal bank transactions, contact your financial institution and the billing entity as soon as possible, as advance notice may be required.
Pay Frequency
  • Pay frequency will remain monthly.
  • Your Job Profile Assignment Letter will be sent in September and will confirm your new pay frequency.
Overtime Eligibility
  • No change. You will continue to be exempt from overtime eligibility.

Your To-Do List

  • Review information about exempt status under the Fair Labor Standards Act (FLSA).
Compensatory Time
  • Not eligible.
Benefits (health insurance, flexible spending accounts, life insurance and retirement)
  • No changes to medical, dental, vision, flexible spending accounts, or voluntary group term life insurance enrollment. Premiums are automatically adjusted if pay frequency changes.
  • Retirement deductions for OPERS are automatically adjusted if pay frequency changes.
Paid Time Off
  • You will receive the vacation accrual rate for Senior A&P.

Your To-Do List

Parking
  • No impact.
Probationary Period
  • There is no probationary period.
Pay Advance
  • Not eligible.
Other Payroll Deductions
  • No impact.
Pay Frequency
  • Some individuals will remain on a biweekly pay frequency, and some will transition to monthly pay, depending on overtime eligibility.
  • Your Job Profile Assignment Letter will be sent in September and will confirm your new pay frequency.
  • Any pay frequency change will go into effect at Career Roadmap implementation on November 6, 2022.

Your To-Do List

Overtime Eligibility
  • If pay frequency changes to monthly, you will no longer be eligible for overtime.

Your To-Do List

  • Review information about exempt status under the Fair Labor Standards Act (FLSA).
Compensatory Time

Your To-Do List

  • Consider using your compensatory time by October 22, 2022.
  • If you work more than 40 hours during the weeks of October 23-29 or October 30 – November 5, consider selecting overtime pay (with your manager’s pre-approval) instead of compensatory time.
  • Check your compensatory time balance in Workday.
Benefits (health insurance, flexible spending accounts, life insurance and retirement)
  • No changes to medical, dental, vision, flexible spending accounts, or voluntary group term life insurance enrollment. Premiums are automatically adjusted if pay frequency changes.
  • Retirement deductions for OPERS are automatically adjusted if pay frequency changes.
  • You may need to adjust deductions for optional supplemental retirement accounts.

Your To-Do List

Paid Time Off
  • You will receive A&P vacation accrual rate at Career Roadmap implementation based on years of service.
  • Annual vacation balance carryover will follow A&P limit of 240 hours. Any vacation hours you may have accrued in excess of 240 hours will not be eliminated until your first service anniversary date following Career Roadmap implementation.

Your To-Do List

Parking
  • No impact in 2022-2023 academic year.
  • Parking eligibility may change for 2023-24 academic year.
  • Option to request an upgrade/downgrade offered by CampusParc each May.
  • The full amount of the November payroll deduction for parking will be withheld from the November 30 partial pay. Starting December 16, the full amount will be withheld from the second biweekly pay each month.

Your To-Do List

Probationary Period
  • If you are in a CCS probationary period at Career Roadmap implementation, the probationary period will end when your job family changes to A&P.
Pay Advance
  • Not eligible.
Other Payroll Deductions
  • Buckeyes for Charity – Remaining pledge amounts for calendar year 2022 will automatically be adjusted to your new pay schedule. Buckeyes for Charity will contact you regarding your current pledge amounts and arrange any needed updates.
  • Employee Giving (Campus Campaign) – Gifts will be processed at the end of the month for employees paid monthly and during the first and second pay periods of the month for employees paid biweekly. An Employee Giving Representative will contact you soon to discuss your current payroll deductions and arrange any needed updates.
  • Ohio State’s Child Care Program – Deductions for Ohio State’s Child Care Program are automatically recalibrated when pay frequency changes.
  • Recreational Sports – The deduction is taken from the second biweekly pay each month. No action is required by you.
  • Faculty & Staff Fitness – The deduction is taken from the second biweekly per month. No action is required by you.
  • Tax Withholding – If you have set up additional tax withholding, you may need to adjust these deductions if your pay frequency changes.
  • Personal Bill-Pay Service – If you use your financial institution’s personal bill-pay service, you are encouraged to review the timing of these payments relative to your new paycheck schedule.

Your To-Do List

  • Contact buckeyesforcharity@osu.edu or 614-292-9924 with any changes. This is not required.
  • Contact employeegiving@osu.edu with any questions regarding your Employee Giving (Campus Campaign). This is not required.
  • Contact Ohio State’s Child Care Program for details. This is not required.
  • Use Workday to adjust tax withholding, if needed.
  • To make a change to personal bank transactions, contact your financial institution and the billing entity as soon as possible, as advance notice may be required.
Pay Frequency
  • Pay frequency likely to remain monthly.
  • Your Job Profile Assignment Letter that will be sent in mid-September will confirm your new pay frequency.
Overtime Eligibility
  • There is a high probability you will continue to be exempt from overtime eligibility.

Your To-Do List

  • Review information about exempt status under the Fair Labor Standards Act (FLSA).
Compensatory Time
  • Not eligible if paid monthly.
Benefits (health insurance, flexible spending accounts, life insurance and retirement)
  • No changes to medical, dental, vision, flexible spending accounts, or voluntary group term life insurance enrollment. Premiums are automatically adjusted if pay frequency changes.
  • Retirement deductions for OPERS are automatically adjusted if pay frequency changes.
Paid Time Off
  • No change at Career Roadmap implementation.
  • You will receive legacy Senior A&P accrual rate at Career Roadmap implementation based on years of service.

Your To-Do List

Parking
  • No impact.
Probationary Period
  • There is no probationary period.
Pay Advance
  • Not eligible.
Other Payroll Deductions
  • No impact.