Payroll is responsible for requesting and auditing all state paychecks for faculty, staff and students in accordance with The State Controller's Office and CSU policies and procedures. Payroll also maintains leave balances.
Please see below for your Payroll Technician. Customer Service is distributed by the first letter of your last name. You may reach us during business hours by calling the main line: 209-667-3351 or individual lines are indicated at the bottom. For your convenience we have voicemail or you may contact us via e-mail.
Faculty, Staff & Student Payroll
|General Payroll Information
Payroll Technician III
Payroll Technician II
H-M & Special Consultants
Payroll Technician III
Payroll Technician II
Paychecks & Direct Deposit
- Alternate Work Week Schedules.pdf
- Authorization for 2nd party pick-up paycheck.pdf
- Non-Direct Deposit Pay dates
- Warrant Designee.pdf
Faculty & Staff
- Absence Report.xls
- Absence Report Instructions.pdf
- Absence & Time Certification Reporting.pdf
- Alternate Work Week Schedule fill/print form.pdf
- Authorization for Overtime.doc
- Employee Action Request (EAR).pdf
- Hourly Intermittent Employee Timesheet.pdf
- How To Request a Duplicate W-2
- Independent Contractor vs Employee Worksheet.pdf
- Vacation Leave: Accrual Information.pdf
- Vacation Leave: Maximum Accrual Chart.pdf
- Vacation Leave: Monthly Accrual Chart.pdf
Employee Self Service Instructions
- Absence Entry Correction or Deletion.pdf
- Absence Entry Errors.pdf
- Absence Entry.pdf
- Employee Balance Inquiry.pdf
Manager Self Service Instructions
Timekeeper Self Service Instructions
Time and Labor
Where do I find out more about the Pre-Tax Parking Deduction Plan?
Information about the California State University Pre-Tax Parking Deduction Plan can be found at the HR Employee Benefits | General Benefits page . To participate, you must set-up a payroll deduction at the University Police Department.
How do I earn vacation credit?
Vacation Credit is earned for each qualifying monthly pay period. For purposes of computing vacation credit, an employee who works eleven or more days in a monthly pay period is considered to have completed a qualifying month. When an absence, without pay of more than eleven consecutive working days falls into two consecutive qualifying monthly pay periods, one of the pay periods is disqualified for leave accrual.
Do I lose my vacation if I do not use it in the current calendar year?
Eligible employees may accrue unused vacation credits up to the maximum allowed as of December 31. When computing the maximum allowable vacation limits include the December vacation accrual that is available the following January 1. See Vacation Leave Accrual Information. The Maximum Vacation Accrual chart provides the maximum vacation carryover. The Accrual Information and Maximum Accrual Chart are also listed under Vacation Leave, see above.
I'm an hourly intermittent Staff employee, do I earn vacation/sick leave or personal holiday credits?
Yes, for every 160 hours worked you'll receive one (1) vacation and one (1) sick Leave accrual. Intermittent employees paid an hourly equivalent of a monthly salary rate receive time off with pay for a Personal Holiday, based on the number of hours worked in the pay period in which the personal holiday is taken. Personal Holiday credit not used within the calendar year will be forfeited.
Do per diem employee's earn vacation/sick leave or personal holiday credits?
Refer to your respective collective bargaining agreement to see if you're eligible for these credits under the contract your classification falls under. Please visit the CSU Collective Bargaining web page
What do I do when someone in our area uses more accruals than they have available on the books?
Notify the Payroll Office immediately. An accounts receivable will be established from the next available paycheck.
Do I lose my sick leave credits if I do not use them I the current calendar year?
Sick leave stays with an employee from year to year or from state agency to state agency, if no lapse in service of more than 6 months occurs from the point of separation. Upon retirement, it goes towards state service years.
How do I get my paycheck or direct deposit advice?
Master Payroll is picked up by the designated Authorized personnel from each Dept. on pay day at 3 pm in Cashier's and distributed to the employee by the department designated person. See College Year Calendar for pay dates located on our HR home page.
- ESRP-Fresno is over night mailed to the Dept.
- Stockton campus picks up theirs earlier on pay day to distribute by 3 p.m
- All employees who turn in some sort of timesheet get paid on the 15th of each month for the previous month. Examples are Hourly Intermittent employees, Student Assistants, Shift or Overtime pay. The employee picks up their own checks at Cashiers during normal business hours: Monday -Friday, 8 a.m. – 5 p.m. Must present your photo I.D.
- Special Consultants are paid and at the end of month, if Payroll has received all necessary documentation.
- Large departments, that have made arrangements (Facilities, Public Safety, FLAN, Stockton, Disability Srvcs., Merced, Health Center, ESRP-Fresno), have authorized personnel who pick up paychecks for their entire area for distribution on the 15th.
How can I enroll for direct deposit?
Individuals wishing to enroll in the program must complete a Direct Deposit Enrollment Authorization Form (.pdf) or go to the Human Resources Office (Contact Info) and submit to the Payroll Office for processing.
I've lost my paycheck and/or direct deposit advice. What can I do?
A lost paycheck must have a stop payment placed on it. Once the State is sure that it has not been cashed, a replacement check will be issued. This process can take 2-4 weeks. Stop payments are placed through the Payroll Office. For a copy of your direct deposit advice, contact the Payroll Office.
What happens to my pay if I never cash (deposit) my paycheck or the bank tells me the check is stale dated and I'm unable to cash it?
Payroll warrants (paychecks) that have not been cashed within one year after the issue date are considered stale dated and will revert to an unclaimed cash revenue account in the fund from which warrants are drawn. Financial institutions (banks) will not accept or cash a stale dated check. If you have a stale dated check and would like a replacement check, submit a letter of request to State Accounting in Financial Services Office located in the Mary Stuart Rogers Building. The letter must indicate the amount of the check and an explanation of what happened to the check and if possible, include the stale dated check. Requests for a replacement check can be made within two (2) years from the date the paychecks were credited to the unclaimed cash revenue account. After the two year period, these warrants are considered unclaimed property and are registered with the State Controller's Office. To see if you have any unclaimed property, please visit the State Controller's Office website. Information on how to file a claim to recovery property is provided on the site.
When are W-2s issued?
They are mailed mid-January each year to the most current address on file with Payroll as of December 10th (the preceding month).
What is a Paycheck calculator?
It's a tool that an employee can use to give them an estimate of what their net paycheck will be by changing their withholding allowances, tax sheltered annuity (TSA) deductions, etc. and can be accessed at the Office of the Controller website
I was a victim of identity thief, should I contact the Payroll Office?
Yes, immediately notify the Payroll Office so that your Direct Deposit can be cancelled and to insure that a paper paycheck is issued to you in a timely manner.
Are payroll checks (warrants) printed here on campus?
No, they are printed at the State Controller's Office in Sacramento and delivered to us.
I'm unable to pick up my paycheck on payday and don't have direct deposit. What do I do?
If an employee is unable or not working on pay day and would like someone else to pick up their paycheck. Please come to Payroll in advance and fill out an Authorization to have another person pick up their paycheck for them. That person must show a Photo ID and sign for the paycheck in the Payroll Office on payday.
What should I do if my payroll check is damaged?
If your paycheck is damaged and the bank will not accept it, bring it back to payroll and we will complete the necessary paperwork, with the State Controller's Office, to get a replacement. This takes approximately 10-15 days.
How do I get a refund of my contributions to the various retirement accounts upon complete separation from the University?
All refund requests can be obtained at the Human Resources Office on campus (Office location)