Support Page Content
Payroll Frequently Asked Questions
Q: I was absent today, when do I report my absences?
A: You can report your absences as you take them by going to your Employee Center and navigating to the ‘Report and View Absences’ link. Absences should be entered by the 2nd work day of the following month. There are a few exceptions to reporting online and some employees may be required to utilize the paper Absence Request (Timesheet) found HERE.
Q: I have questions about my leave balances. Whom should I contact?
A: You should always contact your department timekeeper first. If the information is unobtainable or the issue is not resolved, the timekeeper should call the Payroll Office.
Q: How do I submit my Jury Duty substantiation form?
A: Please email your Jury Duty substantiation form from the Court to firstname.lastname@example.org once you have completed service.
Q: Why do I receive so many emails regarding entering my absence time?
A: The Payroll Services office sends out four absence related emails each month:
- Reminder for all employees to enter their absences or No Leave Taken
- Reminder for all absence approvers to approve the time in their areas
- Second Reminder to all employees who have not entered their absences or No Leave Taken
- Second Reminder to all absence approver’s who have not yet approved the time in their areas
Q: I am an academic faculty member who is not required to enter time each month if I have not taken any leave. Why am I receiving these emails?
A: The emails are sent to all employees as a reminder. We are unable to only send them to select groups.
Q: I moved this year. How do I change my address?
A: All employees need to change their address with the Payroll Office. If you update only your department and the Benefits Office, this will not update the state payroll system.
- You can change your address by navigating to your Employee Center and reviewing your Personal Information Summary. From there, you can update your home address.
- You can also update your address by completing the Employee Action Request form located in the Payroll Forms. This form can be emailed to your payroll technician. Please use your Employee ID number instead of your social security number if you are submitting the form via email.
Q: Can I sign up for direct deposit?
A: Yes, you can sign up by navigating to the ‘Direct Deposit’ section of your Employee Center and clicking on ‘Add Account’. You can also sign up by completing the ‘Direct Deposit’ Adobe Sign form located here.
*note* Direct deposit can take four to six weeks for the State Controller’s Office to processes the request.
Q: How can I change my direct deposit account information?
A: You can change your account information by navigating to the ‘Direct Deposit’ section of your Employee Center and clicking on ‘Edit’. You can also change your information by completing the ‘Direct Deposit’ Adobe Sign form located here, and checking the ‘change’ box.
*note* Direct deposit changes have the same processing time as the new enrollments (four to six weeks). It is possible that the payment that processes following the request may be issued as a paper check while the State Controller’s Office establishes a new account. Please check with your Payroll Technician for confirmation.
Q: How can I cancel my direct deposit?
A: You can cancel your account information by navigating to the ‘Direct Deposit’ section of your Employee Center and clicking on ‘Delete’. You can also cancel by completing the ‘Direct Deposit’ Adobe Sign form located here.
*note* If you are having banking issues and need your direct deposit cancelled immediately, please contact your Payroll Technician as they can contact the State Controller’s Office to request an administrative cancellation.
Q: I am applying for home loan/rental application. How would I go about receiving an employment verification?
A: Please refer verifiers (banks, mortgage lenders, or other 3rd party vendors) to InVerify, a Human Resources service partner, to provide secure online access to employment and income information. The verifier will be required to register and obtain a login for the InVerify website. For income verifications, the employee will need to create an income key. More information on InVerify and other employment verifications can be found here.
Q: It’s payday! Where can I pick up my check?
A: Checks are delivered to the Bursars Office on campus and are disbursed on certain dates and times. Please see the Bursars Office web page for details as there may be variances.
Q: Can I have my check mailed?
A: Yes. Please complete the ‘Temporary Mailing of Paychecks’ Adobe Sign form located here. The checks will be mailed to the ‘Home’ address listed in your Personal Information Summary in your Employee Center. Please be sure to review your address and make any changes prior to submitting the form.
Q: My payment has changed/looks off. Whom can I contact?
A: Please located your Payroll Technician here. They will be able to assist with your questions/concerns.
Q: What is this deduction on my check?
A: Have you recently signed up for a TSA, Dependent Care or other benefit? Do you owe the University or another State or Federal Agency money? Did you receive moving expense monies that you are now being taxed on? These are just a few of the reasons that you will find an additional deduction on your pay stub. Please contact your Payroll Technician for more information.
Q: I have direct deposit and need a copy of my pay stub, what can I do?
A: The State Controller’s Office offers a service called Cal Employee Connect (CEC) that allows employees the ability to view and print pay stubs and W-2’s. For more information on CEC, please click here.
Q: I've lost/destroyed my paycheck. What do I do?
A: Please contact your Payroll Technician. They will submit paperwork to the State Controller’s Office to stop payment on the paycheck and request its reissuance. This process may take two to three weeks to complete.
Q: My paycheck was mailed, but I never received it. What can I do?
A: Please check your ‘Home’ address in your Employee Center. Paychecks are mailed to that address. If it is correct, please contact your Payroll Technician. They will submit paperwork to the State Controller’s Office to stop payment on the paycheck and request its reissuance. This process may take two to three weeks to complete.
*note* Due to COVID restrictions, the Bursars Office has limited time on campus and only processes paychecks on Tuesdays & Wednesdays. The checks are then sent to Mail Services for further processing. The delay in receiving your paycheck may be due to current restrictions on campus.
Q: I will be leaving town prior to payday, can I pick up my check early?
A: No. State Controller Guidelines mandate that under no circumstances do we release pay warrants prior to payday.
Q: How do I get a refund of my contributions to the various retirement accounts upon separation from the University?
A: If you have contributed to PERS, the refund form (Disposition of CalPERS Funds) can be obtained by contacting your Payroll Technician. All other refund requests are processed through the Benefits Office
Q: I will be separating from the University. What are the check-out procedures?
A: Payroll is reassessing it's check-out process due to COVID-19. We are currently in the office on a limited basis. At this time we would like you to follow these procedures:
- Please download and review the Check-Out and Clearance Form from the Payroll Forms website
- Follow the instructions for returning University Property (Laptops/Procurement Card/Keys/Etc.). Please obtain the requested signatures for each area.
- Payroll Checkout:
- If you have a parking decal, please contact UTAPS for return instructions.
- If you have a OneCard, please contact the Bursars/OneCard Office for return instructions.
- Please review your address in the Personal Information Summary section of your Employee Center for accuracy and update if needed.
- If you have contributed to CalPERS, the refund form (Disposition of CalPERS Funds) can be obtained by contacting your payroll technician. All other retirement refund requests are processed through the Benefits Office.
- When the form is completed, please scan and email your payroll technician. They will return a signed copy to you.
Q: How do I change my tax withholdings?
A: You can change your tax withholdings by completing and submitting a Employee Action Request (std. 686) , located in our Payroll Forms. Payroll has deadlines set by the State Controller's Office. Submitting a change request close to payday will not always result in the change being reflected on that months check.
The form can be returned to your payroll technician via email. For better security, please use your Employee ID number instead of your Social Security Number when completing the form.
*Note* Effective 1/1/21, there is a new Employee Action Request form. This form was changed to reflect current W-4 requirements. Each field will need to be reviewed and completed. Please be sure to read the instructions carefully when completing the form. If you have tax questions, please refer to a tax specialist. The Payroll Office is not authorized to offer tax advice.
Q: If I file "exempt" from tax withholding, does that status last until I make another change?
A: No, you must re-file your tax "exempt" status every January or it will automatically revert to Single status with 0 allowances.
Q: I want to change my TSA or Deferred Comp. How can I determine the net effect on my check?
A: The State Controller's Office has a downloadable Excel page for this computation called a paycheck calculator. You can find a link to the ‘Net Pay Calculator’ under Quick Links on our Payroll Services webpage.
Q: I have a question regarding my union deduction. Who would I speak to about that?
A: Union deductions are facilitated by the unions. Please contact your Union for more information.
Q: When are W-2's issued?
A: W-2’s are printed by the State Controller’s Office and mailed by the end of January. They are sent to the most current address on file with the Payroll Office as of December 10th of the previous year.
Q: I've lost or didn't receive my W-2's, what do I do?
A: The physical copy may have been returned to Payroll Services if it is undeliverable. If you need the physical copy, please contact your payroll technician. Our in office hours are limited and they will check to see if it was returned the next time they are able to go to the office. You can also sign up for Cal Employee Connect (CEC), a service that allows employees the ability to view and print pay stubs and W-2’s. For more information on CEC, please click here.
Q: I need a copy of a prior year W-2. How do I order one?
A: The State Controller’s Office offers a service called Cal Employee Connect (CEC) that allows employees the ability to view and print W-2’s. For more information on CEC, please click here. CEC only offers W-2 support going back to 2016. If you need an older W-2, please visit the State Controllers' web site at http://www.sco.ca.gov/ppsd_empinfo_dpw-2.html.