Payroll & Compensation

Frequently Asked Questions

1. When is payday?
2. Where do I pick up my pay warrant/direct deposit notice?
3. I've lost or destroyed my pay warrant, what should I do?
4. What happens if my pay warrant becomes stale dated and I am unable to deposit it?
5. How can I calculate my net (take-home) pay?
6. Why do I have a union-related deduction on my pay warrant/direct deposit notice? Is this deduction mandatory?
7. How do I sign up for, change, or cancel my direct deposit enrollment?
8. How do I notify Human Resources of an address change?
9. When are W-2's issued?
10. I've lost, destroyed, or never received my W-2 form. What should I do?
11. How much vacation and sick leave do I accrue each month?
12. When does my vacation accrual increase?
13. Do I lose my vacation accruals if I don't use them in the current year? What about my compensating time off? Sick leave?
14. What happens to my retirement contributions if I leave the university?
15. Is there a clearance process for employees leaving the university?

See also, General Department.

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Q1: When is pay day?

A: It depends on the position you hold with the university:

• If you are faculty or salaried staff, please see Faculty and Staff Payday Schedule.
• If you are a special consultant or hourly staff, you are paid by the 15th of each month for the prior pay period.
• If you are a student, please see Student Pay Day Schedule.

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Q2: Where do I pick up my pay warrant/direct deposit notice?

A: Pay warrants and direct deposit notices may be picked up at your department on the designated pay day. Please see the Event Calendar to find out what time pay warrants are released.

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Q3: I've lost or destroyed my pay warrant, what should I do?

A: Contact Payroll Services at 619-594-5251 immediately. We will place a stop payment on the warrant. Please note that it takes two to three weeks for the State Controller's Office to re-issue a lost or destroyed warrant.

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Q4: What happens if my pay warrant becomes stale dated and I am unable to deposit it?

A: If your warrant has an issue date older than one year, it has become stale dated. Please bring it to Human Resources, Extended Studies Center, Room 403, where your payroll technician will request a duplicate warrant. Please note that this process takes two to three weeks.

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Q5: How can I calculate my net (take-home) pay?

A: The State Controller's Office provides a calculator to help state employees determine their net pay. Please see Paycheck Calculator.

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Q6: Why do I have a union-related deduction on my pay warrant/derect deposit notice? Is this deduction mandatory?

A: These are "fair-share fees" that all employees who are represented by a union are required to have deducted from their pay.

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Q7: How do I sign up for, change, or cancel my direct deposit enrollment?

A: See, Direct Deposit Form ‚ and submit completed forms to HR.

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Q8: How do I notify Human Resources of an address change?

A: To update your address, please follow these steps:

• Go to PeopleSoft and log-in
• Click on "Self Service"
• Click on "Personal Information"
• Click "Change Home/Mailing Address"

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Q9: When are W-2's issued?

A: W-2's are issued by January 31 of each year (for the prior year) and are mailed to the address that is on file with Human Resources.

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Q10: I've lost, destroyed, or never received my W-2 form. What should I do?

A: Contact Payroll Services at 619-594-5251. We can help determine where your W-2 was mailed, and send you the information necessary to obtain a new W-2 form. Please see W-2 Information.

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Q11: How much vacation and sick leave do I accrue each month?

A: Vacation and sick leave accruals are determined by the type of position you hold with the university, as well as your status (full-time, part-time, hourly, etc). Please contact your Payroll Technician for information on your specific accruals.

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Q12: When does my vacation accrual increase?

A: See your Collective Bargaining Agreement (Vacation Article) for more information on accrual rate increases.

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Q13: Do I lose my vacation accruals if I don't use them in the current year? What about compensating time off? Sick Leave?

A: Leave balances do not expire if not used within the current year. However, there are limits on the number of vacation and CTO hours employees can carry over into the next calendar year. There is no limit on sick leave. Please see your Collective Bargaining Agreement for information on these limits.

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Q14: What happens to my retirement contributions if I leave the university?

A: You are able to keep funds on deposit or request a distribution. Contact the Benefits Office at 619-594-1142 for more information.

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Q15: Is there a clearance process for employees leaving the university?

A: Yes. The department manager/supervisor is responsible for initiating the clearance process. Please see Separation & Clearance Process.

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See also, General Department.

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