Page Description
The following page is a three column layout with a header that contains a quicklinks jump menu and the search CSUN function. Page sections are identified with headers. The footer contains update, contact and emergency information.
Payroll
Index
- Payday Calendar and Payroll Calendar
- Understanding Your Pay Warrant
- Deductions
- Taxes and Withholding
- Estimating Net Pay
- Outdated Pay Warrants
- Reporting a Lost or Stolen Pay Warrant
- Direct Deposit
- W-2 Forms
- Requesting a Duplicate W-2 Form
- Updating Personal Information
- Accruals: Finding Sick Leave and Vacation Balances
- Self-Reporting Time in Absence Management
- Operations/Payroll Roster
Payroll Basics
For a print version of this information, please click here.
Payday Calendar and Payroll Calendar
The CSUN Payday Calendar lists dates for distribution of pay warrants or direct deposit for all employees, plus campus holidays and closures:
2009-10 Payday Calendar (.pub)
Please refer to the University Payroll Calendar for campus reporting deadlines and other pay related information:
2009-10 Payroll Calendar (.pdf) or 2009-10 Payroll Calendar (.doc)
Understanding Your Pay Warrant
- It’s not a check, it’s a warrant.
- The State Controller’s Office (SCO), which issues your pay, refers to pay checks as pay warrants.
- It comes from the State.
- The SCO mails pay warrants to the campus. The warrants are distributed by University Cash Services to a designated member of your department.
- It’s issued monthly.
- Warrants for salaried faculty and staff members are usually issued on the last day of the month or the first day of the next month.
- Hourly employees, student workers, shift differentials, bonuses, stipends, excess plus and special payments are paid on the 15th of each month. If the 15th of the month falls on a Saturday, Sunday or University holiday, payday will be the prior business day.
- The Payday Calendar indicates pay days and dates for Direct Deposit. The Payroll Calendar contains dates for payroll activities, along with deadlines for reporting absences.
- If you are enrolled in Direct Deposit, you still get a monthly statement.
- The Direct Deposit Advice is white rather than green, and the header says, “Direct Deposit Advice.” This document indicates the amount of the deposit and bank routing information.
- For a detailed legend explaining your pay warrant, please go to: http://www-admn.csun.edu/ohrs/payroll/pay_warrant_legend.doc. For an ADA accessible version of this document, go to: http://www-admn.csun.edu/ohrs/payroll/pay_warrant_accessible.doc .
- Note: Requests for duplicate pay stubs cannot be processed through Payroll. Please be sure to maintain any records you need.
Deductions
Mandatory payroll deductions include:
- Federal and state tax
- Medicare tax (1.45%), if applicable
- Social Security (6.2%), if applicable, to annual maximum earnings of $102,000 (for 2008)
- Retirement (percentage based on your contract), if applicable
- Flex-Admin fee, if applicable
- When an employee pays any portion of their health premium, the State Controller's Office (SCO) charges an administrative fee of $0.17 to forward your payment to the insurance carrier.
- "Fair share" or membership dues for union affiliation, if applicable
- More on Fair Share » (.pdf)
- Insurance
- Note: Your premium for health benefits is paid in advance of the pay period for which you receive the benefit. For example, health plan coverage for the month of August, 2009 will be deducted from your July, 2009 pay period warrant.
- Membership dues
- Parking
- U.S. Savings Bonds
- University Affiliated Charitable Contributions
- State Agency Program Fees
- All active employees are eligible to sign up for Direct Deposit, with the exception of special payees, one-time payees and consultants.
- Direct Deposit usually takes 1-2 pay periods to establish.
-
Complete the attached Direct Deposit Contract and Direct Deposit Enrollment Authorization. Attach a voided check (not a deposit slip) if depositing directly into a checking account.
The bank routing number and account number are necessary to identify the correct institution. We recommend verifying these numbers with your financial institution to avoid a delay.
- Earnings are wired from the State Controller’s Office to the designated financial institution on pay day. View the Direct Deposit Schedule by clicking here.
- Changing financial institutions for Direct Deposit can take up to two pay periods. During any transition, please check your Direct Deposit Advice to confirm which institution received and deposited your funds. You will typically receive a regular warrant before your Direct Deposit is redirected to the new institution. Note: pay warrants are green, and Direct Deposit advice is white; remember to deposit any warrants.
- If you have not received your W-2 by January 31, please verify your address on file with Human Resources by accessing the "My Personal Information" link inside the portal under the "Faculty & Staff Services" menu item.
- If you moved but did not update your address online in SOLAR HR, the W-2 will have gone to the last known address on file.
- If you filed a forwarding notice with the United States Post Office, your W-2 should be forwarded to your new address.
- If you did not file a forwarding notice, the W-2 may be returned to the CSUN Office of Human Resources at some point in time.
- Please let your department contact know of the situation, and they will contact Human Resources to verify if it has been returned to CSUN.
- A duplicate copy of a W-2 can be requested from the State Controller's Office. Information is online: http://www.sco.ca.gov/ppsd_empinfo_dpw-2.html.
- Access the portal by signing in at www.csun.edu.
- Find the Human Resources/Employee pagelet.
- Choose menu item >Update My Personal Information.
- Yellow buttons indicating sections that are available for update:
- Change home/mailing address
- Change phone number(s)
- Change emergency contact
- Within each section, click on the appropriate yellow buttons to edit, delete, change, or add information.
- For assistance, email SOLAR HR Support at solarhr@csun.edu, or call x 1000, press 2, press 2.
- Access the portal by signing in at www.csun.edu.
- Find the Human Resources/Employee pagelet.
- Choose menu item View My Absence Balances or View My Absence Bal Pre-Jul 07.
- For monthly activity, click on the blue circle with the lower case "i", next to the balance type.
- For assistance, email SOLAR HR Support at solarhr@csun.edu, or call x 1000, press 2, press 2.
- Access the portal by signing in at www.csun.edu.
- Find the Human Resources/Employee pagelet.
- If you do not have the HR Pagelet, contact the IT Help Desk at x 1400.
- Click on “Enter my Absence Requests.”
Voluntary payroll deductions may include:
Note: Employees wishing to cancel a voluntary deduction should contact the respective company/companies or Payroll Administration.
Additional information can be found online: http://www.sco.ca.gov/ppsd_empinfo_cancel_deduct.html.
Taxes and Withholding
Select or make changes to your tax withholding status for federal and state taxes by completing the Employee Action Request Form: http://www.documents.dgs.ca.gov/osp/pdf/std686.pdf
Student assistants and Federal Work Study students must complete the SPAR: http://www.documents.dgs.ca.gov/osp/pdf/std457.pdf
Forms should be submitted to Human Resources at least 15 business days prior to your next payday for the change to take effect during the current reporting period. Please refer to the Payday Calendar to verify the next pay day. Dependent on the payroll calendar, the change will take effect the next possible pay period.
Estimating Net Pay
You can use the following links to calculate the amount of taxes and other deductions taken from your pay warrant, resulting in your net (take-home) pay:
How to Use Paycheck Calculator (Instructions)
Outdated Pay Warrants
Pay warrants are valid for one year from the date of issue.
If you have a pay warrant that is over one year old, contact Payroll Administration regarding reissuing the warrant. If your pay warrant is more than three years old, you must request a replacement warrant directly from:
State Board of Control Government Claims
PO Box 3035
Sacramento, CA 95812-3035
800-955-0045
More information is available online:
http://www.governmentclaims.ca.gov/claims/warrants.aspx
Reporting a Lost or Stolen Pay Warrant
If you have not received your pay warrant or advice of direct deposit, contact your department administrator.
If you have had the pay warrant in your possession and it becomes lost, stolen or destroyed, come to the Office of Human Resources for assistance in completing an affidavit requesting a duplicate warrant. This form will then be submitted to the State Controller’s Office. Please keep in mind that it takes approximately 2-3 weeks for a duplicate warrant to be issued.
Direct Deposit
Eligibility
Effective Date
How to Enroll
How Money is Deposited
Changing Financial Institutions
Additional information is available at the following website:
http://www-admn.csun.edu/ohrs/payroll/direct_deposit.htm
W-2 Forms
Annual W-2 Statements are mailed each January directly from the State Controller's Office to an employee’s address on record with Payroll Administration as of December 1. Refer to “Updating Personal Information” below for instructions on updating your address.
The November period is considered to be the last pay period of the tax year and the December pay period (warrant issued on January 1) is the first pay period of the new tax year.
W-2's returned by the post office are kept on file in Payroll Administration. You may contact the office after February 1st to inquire if your W-2 was returned to the campus.
Requesting a Duplicate W-2 Form
If you do not receive a W-2 Form, or if you need a duplicate W-2:
Updating Personal Information
Human Resources can best serve you if we have your most current information on file. Please check your personal information annually. If any of your personal information changes at any time, update as necessary by following these steps:
Accruals: Finding Sick Leave and Vacation Balances
Based on your Collective Bargaining Agreement and/or position, you may be eligible to earn Vacation, Sick Leave, and State Service Accruals after a qualifying pay period. Most new, full-time employees accrue 6 2/3 hours of vacation, 8 hours of sick leave, and one month of State Service for each qualifying pay period.
Accruals are posted on or around the 8th of the following month. You can view your balances by logging into the portal.
For additional information on Vacation, click here.
For additional information on Sick Leave, click here.
Self-Reporting Time in Absence Management
If you report your own time, report absences only. Absences include vacation, sick leave, jury duty, funeral leave, flexible furlough days and compensatory time off. This is the procedure:
Additional information is online: http://www-admn.csun.edu/ohrs/solar/documents/solarrefguideabsentmgmtselfreporter.pub.