General Information
- HR Liaison Meetings
Payroll has scheduled bi-monthly meetings to distribute important information for department/college Master and Student Attendance Clerks . Items discussed generally include:
- Important deadline dates
- Special pay period processing dates
- New payroll and Human Resources processes
- Special guest speakers and other reminders
Payroll maintains an Outlook distribution list for all Master and Student Attendance Clerks. E-mail reminders will be sent to this group regarding scheduled meetings and agendas. Master and Student Attendance Clerks are encouraged to attend these informational meetings regularly. If your department/college is unable to attend a meeting, Payroll will email the HR Liaison's group with information on how to view recording of meeting.
- Campus (Event) Calendar
Please refer to the Campus (Event) Calendar(opens in new window) which has been filtered for pertinent information regarding Payroll and Benefits. This reflects due dates for Staff/Faculty documents, Student Payroll processing, HR training's, pay dates, etc. This calendar can be viewed months in advance which can assist in scheduling vacations and making sure a back-up is in place for all required processing. In addition, our office suggests the use of Outlook reminders and calendar options to ensure the deadlines reflected here are met.
- Pay Periods
CSU, Chico follows the State of California standard pay periods. Each fiscal year, the Faculty Affairs and Success prepares and posts the current Faculty and Staff Calendar that reflects each pay period, beginning and end dates, holidays, faculty workdays, and campus closures.
If you have any questions regarding pay periods, please contact your Payroll Technician.
- Paychecks and Direct Deposit
There are different types of pay at CSU, Chico:
- Master Pay for salaried Staff and Faculty
- Hourly/Intermittent Pay for Staff and Students
- Miscellaneous Pay for Staff and Faculty
- Includes: stipends, special consultant pay, overtime or shift
Master Pay
Released to the departments/colleges on the date noted on the Campus (Event) Calendar(opens in new window); generally the department/college authorized Warrant Pick Up Employee will pick up warrants and Direct Deposit Advice slips on the day noted as “’Paper’ Warrant/Paycheck Payday for Salaried Employees”. Usually this is the last workday of a state pay period unless there is a campus closure.
Employees enrolled in the Direct Deposit program will receive their Direct Deposit Advice on the same date as the Master Pay, but that money is not guaranteed to be deposited into their bank accounts until the date noted on the Campus (Event) Calendar as “Direct Deposit Posting Day for Salaried Employees”. More information about the Direct Deposit Program can be found on Payroll’s Paycheck and Direct Deposit web page.
Hourly/Intermittent & Student Pay Day
Released on the 15 th of the following month (for example, pay for April is released on May 15 th). If the 15 th falls on a Saturday, pay will be released on the Friday before. If the 15 th is a Sunday, pay will be released on the Monday after. Please refer to Campus (Event) Calendar for the exact date.
Miscellaneous Payments
If one of your employees is scheduled to receive miscellaneous pay (special consultant, shift, stipend, overtime, retroactive adjustments, etc…) the Payroll department processes these as received. Typically payments could be on campus or in the employees account within five to ten business days of receipt of request in Payroll. The employee should contact the Student Financial Services Office (SSC 230) or check with their financial institution, if on Direct Deposit, to verify payment. If, after a reasonable amount of time, the pay has not been received, please contact the appropriate Payroll Technician for more information
- Signature Authorization for Payroll Documents
There are several Payroll processes that require signatures of responsible authorities within each department/college. The State Controller’s Office (SCO) requires that Payroll tracks and monitors these Signatory Authorities and performs an annual audit of these records. Human Resources Information Services (HRIS) maintains a database with this information specific to the SCO Unit/DeptID.
The signatory responsibilities that are tracked are:
- Certifier
- Master Payroll Attendance Clerk
- Student Payroll Attendance Clerk
- Warrant Pick-Up Employee
Please refer to Signatory Responsibilities & Form Information(opens in new window) for detailed information on each role.
If a department is active and has an SCO Unit# associated with it (whether there are employees or not) you will need a minimum of Primary Master Payroll Attendance Clerk, Warrant Pick Up Person and Certifier. Alternates are allowed for each position if necessary.
This information is also used by Payroll Technicians to determine appropriate contacts in each Department/College.
Each department/college is required to notify Payroll/HRIS when there is a change in these responsibilities. When a change of personnel in your department requires a change to these responsible parties, please contact HR Security to request the necessary paperwork to make the changes. Each department/college will be contacted annually to reauthorize these responsibilities.
- Reports-To Process
PeopleSoft HR maintains reporting relationships based on position. One Position # reports to another Position #. The reporting relationship for each employee needs to be maintained to allow for approval of time worked and absences via electronic workflow. In addition, having the employee supervisors identified in the campus system of record enables Human Resources to provide required training to the appropriate individuals and offer resources and other trainings to those who need them. This functionality is also used each year to review and approve access to campus systems such as PeopleSoft HR Administrative Access, Insight Reporting, CRA and Data Warehouse.
Each area on campus appoints one person to maintain this “Reports-To” data for Staff, Faculty and Unit 11 employees and area Student Payroll Attendance Clerks maintain the data for students. Business Processing Guides have been created for each group of employees.
- Student Payroll Attendance Clerks use the Student Employee Reports-To Maintenance Guide(opens in new window).
- For Staff, Faculty and Unit 11 the administrative person with appropriate PeopleSoft HR role, can find their documentation on the PeopleSoft HR Process Guides and Documentation page.
- If you are unsure who that person is for your area you can contact HR Information Systems(opens in new window) or HRSecurity.
If you are the Staff/Faculty "Reports-To-Maintainer" in your department you will get access to the Insight > Reports-To-Maintainer folder which has several reports available for reviewing this information as well. Quickstep guides(opens in new window) described below are available for your review.
Reports-To Blank or Vacant(opens in new window) – For identifying staff, faculty, and management employees that have blank 'Reports-To' values.
Reports-To Changes(opens in new window) – Allows users to get a view of all changes that were made to employees’ ‘Reports-To’ in their specific area.
Reports-To Inappropriate(opens in new window) – A listing of employees with a ‘Reports-To’ that may not be correct.
Reports-To Listing(opens in new window) – A listing of all employees and their direct ‘Reports-To’.
For each report you will enter the parameters requested and click “View Report”. You can see more information regarding Insight reporting on our Navigating the Human Resources Folder in Insight page.
If you are the Staff/Faculty “Reports-To Maintainer” in your department you will get access to the Insight > CMS-PeopleSoft Access folder which has several reports available to aid with the Annual Reauthorization of roles process and PeopleSoft security access. Process guides(opens in new window) for these reports are found online.
AAS Reauthorization Status Report(opens in new window) – Allows you to monitor the progress and facilitate the completion of the annual reauthorization process for your respective units.
All Authorized Signatures(opens in new window) - Lists all departments within your area, current Signatory Roles and Primary/Alternate relationships.
CMS Security Access Listing(opens in new window) – A listing of HR security roles assigned to individuals in selected departments.
CS All Roles by User(opens in new window) - A listing of CS Security roles assigned to individuals.
Department Tree Report(opens in new window) - Lists all departments in a college or office in the tree structure to show relationship of departments.
Full SAPD By Department Report(opens in new window) - Lists all departments in Department Tree structure for a selected level and includes all Signatory Authority roles.
- Terminology
Chico State ID #
A unique, nine digit identification number assigned to every employee/student in Oracle/PeopleSoft.
CMS Position #
A unique, eight digit, number that ties the State Controller’s Office Unit #, DeptID, Reports To and Job Code together and drives the budget information for each specific position. Use the Position Management Guide(opens in new window) to aid you in finding appropriate CMS Position #’s for your department. If you need further assistance please contact University Budget Office.
Job Code
A four digit classification code that identifies the type of work an employee is appointed to do. Ex: 1035 for the ASC 12 month, or 1032 for the ASA. If you have questions regarding how to choose the appropriate Job Code, please contact the appropriate office below:
- Staff/MPP - HRSC Employment Services
- Faculty - Office of Academic Personnel
DeptID
Number that identifies each specific department/college, starts with a D followed by 5 digits (D#####)
SCO Unit #
Three digit number that directly corresponds to each DeptID.
Appointment End Dates
Date specified by the hiring department/college that estimates when a temporary employee will complete their assignment in the department/college. If employment will go beyond this date, further action is needed. Contact the appropriate area listed below for specific questions:
- Staff/MPP - HRSC Employment Services
- Faculty - Office of Academic Personnel
- Student positions - Payroll Technician
Acronyms and/or Abbreviations
AAF Academic Appointment Form AAR Absence Activity Report ACF Academic Change Form ACR Attendance Certification Report ACS Attendance Certification Statement AY Academic Year CBA Collective Bargaining Agreement CMS Common Management System (AKA Oracle/PeopleSoft) CTO Compensatory Time Off DeptID Department Identification number HRIS Human Resources Information Systems HRSC Human Resources Service Center Int’l International ISA Instructional Student Assistant ITSS Information Technology Support Services TNRA Non-Resident Alien PH Personal Holiday PS-HR PeopleSoft HR PS-CS Campus Solutions (AKA Student Administration) SAF Staff Action Form SCO State Controller’s Office SEA Student Employment Authorization - Training
In Person Training sessions available and required prior to access are listed below with more detail on the PeopleSoft HR Security & Training site:
- PS-HR: Faculty and Staff Workforce Administration - Inquire Training
- PS-HR: Unit 3 and Unit 11 Contract Generation
- PS-HR: Time and Labor - Student Payroll
Additional Information is available in Box HR Contract Generation(opens in new window) folder for those that do Unit 3 and Unit 11 processing. You will have to log in using your portal user name and password to access this information. If you have questions regarding Unit 3 or Unit 11 Contract Generation or access to Box folder contact HR Security.