Contents I. INTRODUCTION..................................................................................................... 1II. PAYROLL ADMINISTRATION OFFICE ...................................................................... 1 III. PAYROLL CALENDAR ............................................................................................. 1 IV. UNDERSTANDING YOUR PAY WARRANT .............................................................. 1 V. DEDUCTIONS ........................................................................................................ 2 VI. TAXES & WITHHOLDING ....................................................................................... 2 VII. ESTIMATING NET PAY .......................................................................................... 2 VIII. OUTDATED PAY WARRANTS ................................................................................ 3 IX. REPORTING A LOST, STOLEN OR DESTROYED PAY WARRANT .............................. 3 X. DIRECT DEPOSIT ................................................................................................... 3 XI. W-2 FORMS: ........................................................................................................ 4 XII. REQUESTING A DUPLICATE W-2 FORM ................................................................ 4 XIII. UPDATING PERSONAL INFORMATION ................................................................. 4 XIV. ACCRUALS – FINDING SICK LEAVE & VACATION BALANCES ................................. 5 XV. TIME AND ATTENDANCE ..................................................................................... 5 XVI. CONTACTING PAYROLL ADMINISTRATION .......................................................... 5

[Rev: 20190711]

Payroll Basics

Human Resources | Payroll Basics Page 1

I. INTRODUCTION

Here at California State University, Northridge, we know that your pay is important to you. We want to provide some basic information about the payroll process for State employees.

II. PAYROLL ADMINISTRATION OFFICEPayroll Administration is a unit within the Office of Human Resources, located in University Hall, Room 165.Our mailing address is:

Payroll Administration/Office of Human Resources California State University, Northridge

18111 Nordhoff Street Northridge, CA 91330-8229

We are a service-oriented department committed to assisting employees and administrative departments. We are dedicated to processing accurate and timely pay for all faculty, staff and student employees. At the same time, we adhere to University guidelines and federal and state regulations. Working in collaboration with your department, we process pay eligibility and maintain employee leave records.

III. PAYROLL CALENDAR

The University Payroll Calendar (http://www.csun.edu/payroll/payroll-calendars-schedules) lists important dates related to pay day, direct deposit, campus holidays, and time and attendance reporting.

IV. UNDERSTANDING YOUR PAY WARRANT

A. 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.

B. It comes from the State.The SCO mails pay warrants to the campus. The warrants are distributed by University Cash Services toa designated member of your department.

C. It’s issued monthly.

Warrants for salaried faculty and staff members are usually issued on the last day of the monthor the first day of the next month.

Hourly employees, student workers, shift differentials, bonuses, stipends, excess plus andspecial payments are paid on the 15th of each month. If the 15th of the month falls on aSaturday, Sunday or University holiday, payday will be the prior business day.

If you are enrolled in Direct Deposit, you still get a monthly statement. The Direct DepositAdvice is white rather than green, and the header says, “Direct Deposit Advice.” This documentindicates the amount of the deposit and bank routing information.

For a detailed Pay Warrant Legend explaining your pay warrant, please go to:http://www.csun.edu/sites/default/files/pay_warrant_legend.pdf

Note: Requests for duplicate pay stubs cannot be processed through Payroll. Please be sure tomaintain any records you need.

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V. DEDUCTIONS

A. MANDATORY PAYROLL DEDUCTIONS

• Federal and State Tax

• Medicare Tax (1.45%), if applicable

• Social Security (6.2%), if applicable, to annual maximum earnings of $137,700 (2020)

• Retirement (percentage based on your retirement plan/formula), 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.

B. VOLUNTARY PAYROLL DEDUCTIONS

• Insurance

• Membership dues for union affiliation, if applicable; for more information, visit http://www.calstate.edu/hr/employee-relations/

• University Affiliated Charitable Contributions

• Parking

Parking and Transportation Services (located in the Department of Police Services) to obtainparking permits and initiate and/or cancel parking deductions. All other voluntary deductions can be initiated and/or cancelled by contacting the respective companies.

VI. TAXES & WITHHOLDING

• Select or make changes to your tax withholding status for federal and state taxes by completing the Tax Withholding Change Form available in the myNorthridge portal.

• 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.

VII. 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.

• Instructions on “How to Use Paycheck Calculator “ is available at:

• http://www.csun.edu/payroll/paycheck-calculator-instructions

• Paycheck Calculator: https://www.sco.ca.gov/ppsd_se_paycheck_calc.html

Human Resources | Payroll Basics Page 3

VIII. 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://vcgcb.ca.gov/docs/forms/claims/GCClaimForm.pdf

IX. REPORTING A LOST, STOLEN OR DESTROYED 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.

X. DIRECT DEPOSIT

Eligibility: All active employees are eligible to sign up for Direct Deposit, with the exception of special payees,one-time payees and consultants.

Effective Date: You can expect Direct Deposit to take effect on the second pay period after submitting the enrollment form.

How to Enroll: Complete the Direct Deposit Enrollment Authorization, http://www.documents.dgs.ca.gov/osp/pdf/STD699.pdf

How Money is Deposited: Earnings are wired from the State Controller’s Office to the designated financial institution on pay day. View the Direct Deposit Schedule here: http://www.csun.edu/payroll/payroll-calendars-schedules

Changing Financial Institutions: 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.

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XI. W-2 FORMS:

A. Annual W-2 Statements are mailed each January directly from the State Controller's Office to anemployee’s address on record with Payroll Administration as of December 1. For instructions onupdating your address, refer to: XIII. Updating Personal Information

B. The November period is considered to be the last pay period of the tax year and the December payperiod (warrant issued on January 1) is the first pay period of the new tax year.

C. W-2's returned by the post office are kept on file in Payroll Administration. You may contact theoffice after February 1st to inquire if your W-2 was returned to the campus.

XII. REQUESTING A DUPLICATE W-2 FORM

If you do not receive a W-2 Form, or if you need a duplicate W-2:

A. If you have not received your W-2 by January 31, please verify your address on file with HumanResources by accessing the link inside the portal in > Human Resources/Employee pagelet > Update MyPersonal Information.

B. 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.

XIII. 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, please update them via self-service.

A. Access the portal by signing in at www.csun.eduB. Find the Human Resources/Employee pageletC. Choose menu item > Update My Personal Information

Information that can be updated via self-service includes:

Change Name (Preferred)

Change home/mailing address

Change phone numbers

Change emergency contacts

Change email addressD. For assistance, email SOLAR HR Support at solarhr@csun.edu, or call x 1000, press 2, press 3.

Human Resources | Payroll Basics Page 5

XIV. ACCRUALS – FINDING SICK LEAVE & VACATION BALANCES

Based on your administrative or 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.

Access the portal by signing in at www.csun.edu.

Find the Human Resources/Employee – Time & Attendance pagelet.

Choose menu item View Absence Balances.

For monthly activity, click on the Details icon in the last column.

For assistance, email SOLAR HR Support at solarhr@csun.edu, or call x 1000, press 2, press 3.

For additional information on Paid Time Off, go to: http://www.csun.edu/benefits/paid-time

XV. TIME AND ATTENDANCE

Self Reporters are employees who report his/her own time and attendance in the system. Ask yourmanager if you are a self reporter.

Non-Self Reporters report time and attendance to their manager and/or department timekeepers.

Your department will provide training and procedures, as applicable. Contact your department toobtain additional information.

XVI. CONTACTING PAYROLL ADMINISTRATION

We're here to help! Please feel free to contact us:

Payroll Administration/Office of Human Resources California State University, Northridge 18111 Nordhoff Street, UN 165 Northridge, CA 91331-8229 www.csun.edu/payroll Phone (818) 677-2101 Fax (818) 677-5870

Sunday Monday Tuesday Wednesday Thursday Friday Saturday Sunday Monday Tuesday Wednesday Thursday Friday Saturday Sunday Monday Tuesday Wednesday Thursday Friday Saturday1 2 3 4 5 6 31 1 2 3 30 31

# # 7 8 9 10 11 12 13 4 5 6 7 8 9 10 1 2 3 4 5 6 7

I #14 15 16 17 18 19 20 11 12 13 14 15 16 17 8 9 10 11 12 13 14

F I F I 21 22 23 24 25 26 27 18 19 20 21 22 23 24 15 16 17 18 19 20 21

F 28 29 30 25 26 27 28 29 22 23 24 25 26 27 28

29 30

Sunday Monday Tuesday Wednesday Thursday Friday Saturday Sunday Monday Tuesday Wednesday Thursday Friday Saturday Sunday Monday Tuesday Wednesday Thursday Friday Saturday1 2 3 4 5 31 1 2 1 2 3 4 5 6 7

# # 6 7 8 9 10 11 12 3 4 5 6 7 8 9 8 9 10 11 12 13 14

# I I 13 14 15 16 17 18 19 10 11 12 13 14 15 16 15 16 17 18 19 20 21

I F F F 20 21 22 23 24 25 26 17 18 19 20 21 22 23 22 23 24 25 26 27 28

27 28 29 30 24 25 26 27 28 29 30 29 30 31

Sunday Monday Tuesday Wednesday Thursday Friday Saturday Sunday Monday Tuesday Wednesday Thursday Friday Saturday Sunday Monday Tuesday Wednesday Thursday Friday Saturday1 2 3 4 31 1 1 2 3 4 5 6 7

#5 6 7 8 9 10 11 2 3 4 5 6 7 8 8 9 10 11 12 13 14

# # I 12 13 14 15 16 17 18 9 10 11 12 13 14 15 15 16 17 18 19 20 21

I F I F 19 20 21 22 23 24 25 16 17 18 19 20 21 22 22 23 24 25 26 27 28

F 26 27 28 29 30 23 24 25 26 27 28 29 29 30 31

Sunday Monday Tuesday Wednesday Thursday Friday Saturday Sunday Monday Tuesday Wednesday Thursday Friday Saturday Sunday Monday Tuesday Wednesday Thursday Friday Saturday1 2 3 4 1 2 1 2 3 4 5 6

# # 5 6 7 8 9 10 11 3 4 5 6 7 8 9 7 8 9 10 11 12 13

# I12 13 14 15 16 17 18 10 11 12 13 14 15 16 14 15 16 17 18 19 20

I F I F F 19 20 21 22 23 24 25 17 18 19 20 21 22 23 21 22 23 24 25 26 27

26 27 28 29 30 24 25 26 27 28 29 30 28 29 30

31

Pay Period 06/01/20 – 06/30/20 (22 days)

Pay Period 12/01/19 – 12/31/19 (22 days)

March 2020

Pay Period 03/01/20 – 03/31/20 (22 days)

June 2020

December 2019

September 2019

Pay Period 08/30/19 – 09/30/19 (22 days)

Pay Period 04/01/20 – 04/30/20 (22 days)

November 2019

Pay Period 10/31/19 – 11/30/19 (22 days)

February 2020

Pay Period 01/31/20 – 02/29/20 (21 days)

May 2020

Pay Period 05/01/20 – 05/31/20 (21 days)

Pay Period 10/01/19 – 10/30/19 (22 days)

January 2020

Pay Period 01/01/20 – 01/30/20 (22 days)

April 2020

July 2019

Pay Period 07/01/19 – 07/30/19 (22 days)

August 2019

Pay Period 07/31/19 – 08/29/19 (22 days)

October 2019

2019-2020 University Payroll Calendar Academic Day – 86 academic days (Fall); 86 academic days (Spring).

Campus Closed – All academic and administrative operations closed for a scheduled holiday or campus closure (see University Holiday Schedule below).

Payday for Faculty, Staff, and 2403 Additional Pay – Pay warrants distributed to department designees by University Cash Services after 12:00 Noon.

Payday for Students, Hourly/Intermittents, Overtime, Shift, Stipend, and all other State Additional Pay (Job Codes: 4660, 2356, 2322, 2323, & 2363) – Pay warrants distributed to department designees by University Cash Services.

Direct Deposit Posted for Faculty & Staff – Regular monthly pay posted by financial institutions for those employees enrolled in the Direct Deposit Program.

Additional Pay Approvals due (Job Code(s): 4660, 2322, & 2356, 2323, & 2363)

Additional Pay Approvals due (Job Code(s): 2403) Master Payroll Certification (MPC)

I Initial Run – Payroll data captured and available for review and certification. F Final Run – Final payroll data captured and available for review and certification.

Last day to certify MPC and submit exceptions to Payroll Administration.

Payroll Cutoff – Last day for Payroll Administration to process unpaid leave time, NDI/IDL, separations, and all other payroll irregularities. Information reported after this date may require re-issuance of master warrants. All Docks must be keyed and approved in Absence Management by 12:00 noon.

Fiscal Year-End Closing Deadline – All payroll related transactions for fiscal year that are not in the system must be submitted to Payroll Administration by 5:00 p.m.

Time and Labor & Absence Management

Monthly Time Entry Deadline – Last day to enter time and attendance. Timekeepers to review and resolve all exceptions by close of business.

# Monthly Approval Deadline – Last day to approve time and attendance. Approvers to review and resolve all exceptions by close of business. Late approvals may result in inaccurate balances and/or a delay in pay.

Monthly Leave Balances – Monthly leave accruals and balances are updated in the system.

Year-End Work Study Time Entry Deadline – Last day to enter time, review all exceptions, and pay students from Work Study fund – 12:00 noon.

Year-End Work Study Approval Deadline – Last day to approve Work Study time – 12:00 noon.

University Holiday Schedule Independence Day – 07/04/19 Washington’s Birthday observed – 12/27/19 Labor Day – 09/02/19 Columbus Day observed – 12/30/19 Veterans’ Day – 11/11/19 Campus Closed – 12/31/19* (NOT A COVERED HOLIDAY)

Thanksgiving Day – 11/28/19 New Year’s Day – 01/01/20 Admission Day observed – 11/29/19 Martin Luther King, Jr. Day – 01/20/20 Christmas Day – 12/25/19 César Chávez Day – 03/31/20 Lincoln’s Birthday observed – 12/26/19 Memorial Day – 05/25/20

One Personal Holiday to be used by December 31st, as requested and approved. *12/31/19: Warrants distributed in University Cash Services from 12:00 noon – 2:00 p.m. due to holiday closure.

Prepared by California State University, Northridge - Office of Human Resources

SUMMARY OF MAXIMUM VACATION AND CTO CREDITS

BARGAINING UNIT OR

CLASSIFICATION

ANNUAL CTO MAX*

FLSA ANNUAL CTO MAX**

MAX VACATION: LESS THAN 10

YEARS OF SERVICE

MAX VACATION: MORE THAN 10

YEARS OF SERVICE

M98 N/A N/A 480 HOURS 480 HOURS M80 N/A N/A 384 HOURS 440 HOURS

UNIT 1 N/A N/A 272 HOURS 384 HOURS UNIT 2 120 HOURS 240 HOURS 320 HOURS 440 HOURS UNIT 3 N/A N/A 320 HOURS 440 HOURS UNIT 4 120 HOURS 240 HOURS 320 HOURS 440 HOURS UNIT 5 120 HOURS 240 HOURS 320 HOURS 440 HOURS UNIT 6 240 HOURS 240 HOURS 272 HOURS 384 HOURS UNIT 7 120 HOURS 240 HOURS 320 HOURS 440 HOURS UNIT 8 200 HOURS*** 480 HOURS 272 HOURS 384 HOURS UNIT 9 120 HOURS 240 HOURS 320 HOURS 440 HOURS

UNIT 10 240 HOURS 240 HOURS 272 HOURS 384 HOURS UNIT 11 N/A N/A 80 HOURS 80 HOURS UNIT 12 N/A N/A 272 HOURS 440 HOURS

E99 120 HOURS 240 HOURS 272 HOURS 384 HOURS

C99 120 HOURS 240 HOURS 384 HOURS 440 HOURS

SERVICE REQUIREMENTS*MONTHLY VACATION

ACCURAL RATE

DAYS ACCRUED PER YEAR

0-3 YEARS: 1 TO 36 MONTHS 6 2/3 HOURS 103-6 YEARS: 37 TO 72 MONTHS 10 HOURS 15

6-10 YEARS: 73 TO 120 MONTHS 11 1/3 HOURS 1710-15 YEARS: 121 TO 180 MONTHS 12 2/3 HOURS 1915-20 YEARS: 181 TO 240 MONTHS 14 HOURS 2120-25 YEARS: 241 TO 300 MONTHS 15 1/3 HOURS 23

OVER 25 YEARS: 301 MONTHS AND UP 16 HOURS 24

VACATION ACCRUAL RATES FOR ELIGIBLE CLASSFICIATIONS INEXECUTIVE (M98), MANAGEMENT (M80),

CONFIDENTIAL (C99), FACULTY (UNIT 3) AND ACADEMIC STUDENT (UNIT 11)

16 24

SUMMARY OF VACATION ACCRUAL RATES

* In terms of full-time service *PER MOU/Policy**PURSUANT TO FAIR LABOR STANDARDS ACT

4/28/18 ***REFER TO APPROPRIATE MOU

PAY WARRANT LEGEND

Direct Deposit Number or Warrant Number

A numeric code identifying your State employer and Department

Direct Deposit and Bank Transit numbers track your deposit processing.

Indicates current tax filing status and dependents you are declaring, per your

W-4 form on file.

Gross pay is before taxes or other deductions. Net pay is after all taxes and deductions.

Type of pay includes: - Regular Pay for hourly orsalaried employees

- Overtime (non-exempt employees only)

- Shift Differential (non-exempt employees only)

- Sick Time - Vacation Time - Settlement- Emergency

Deductions may include: Federal Tax State Tax Social Security Medicare Retirement (Your Contribution) VIS-VSP (Vision Plan) Dental Plan Life Insurance Health Care Deductions Flexible Spending Accounts Retirement Union Dues Parking

The portion of your benefits paid by CSU

Monthly message from the State Controller’s Office