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Payroll Services

Forms & Publications

Frequently used payroll forms.

Frequently Used Form
Form Name Form Description
Direct Deposit Enrollment and Cancellation

Completed by employee to authorize the State Controller's Office to enroll, change, or cancel direct deposit of employee's pay.

Printable form: Direct Deposit Enrollment/Cancellation Authorization

Electronic form: Direct Deposit Enrollment/Cancellation Authorization

Employee Action Request

Completed by employee to change: withholding allowances, address (home and/or mailing), name, and to correct birth dates.

There are two options to submit the EAR form.

1. Print and manually sign the form. You can either drop it off in person or mail to the HR/Payroll Office.
Employee Action Request form
Additional Instructions for completing the EAR for tax withholding changes

2. Electronically complete and sign the form via AdobeSign.
Electronic Employee Action Request form

Please note: If you are completing the EAR to change your tax withholding, you may need to reference the new IRS form W4 to assist you in completing the boxes for Section III. You can find that form here: IRS Form W4*

*Please note that you cannot submit the IRS Form W4 to change your federal withholding. Only a completed EAR can change tax withholding.

Miscellaneous Pay Completed by department to report overtime, shift differential, docks, and other special pay for salaried employees. Requires approval from department head and vice president (or designee).

Miscellaneous Pay form - Instructions

Report of Overtime or Holiday to be Credited as Future Leave Form  (CTO)

This form is used to report overtime or holiday to be credited as future leave. (CTO)

Report of Overtime or Holiday to be Credited as Future Leave form

 Student Assistant New Hire Forms

The packet below must be completed by all newly hired student assistants before thier first day of employment. They should report to Human Resources, Room 211 in the Joyal Administration Building, with thier I-9 documents to finish the hiring process. Students who do not complete the process in a timely manner may experience a delay in thier pay.

Printable Version: Student New Hire Packet (SPAR)
Electronic Version: Student New Hire Packet (SPAR)

The Chancellor's Office requires all new hires present thier original (no photo copies) Social Security Card for payroll purposes.


Form Name Form Description
Form STD 243  Designation of Person(s) Authorized to Receive Warrants (Rev. 10/2019). 

Form STD 243
Deferral of Separation Pay 

Completed by employee who have either a tax shelter account or a Deferred Compensation account to transfer pay from one calendar year to the next for year-end tax reporting. 

Deferral of Separation Pay form - Instructions Link 

Duplicate Wage and Tax Statement Request 

Completed by employee to request a duplicate Wage & Tax Statement from the State Controller's Office.  The cost is $8.50. You may only select payment enclosed and payment must be in the form of a cashier's check or money order. 

Form STD. 436 Duplicate W-2

You can also print a copy of your W2 from the last three years by enrolling in Cal Employee Connect. For more information, visit the CEC page.

PST Retirement 

This is for employees covered by PST Retirement. Any changes to an employee's PST account must be requested directly from Savings Plus Program (SPP) administers. For more information, review the Fact Sheet. 

PST Fact Sheet

Request for Nondisclosure of Employee Address 

This form is used to request nondisclosure of home address except to specified individuals or organizations under Government Code Sections 6254.3. or to cancel a previous nondisclosure request. 

Request for Nondisclosure of Employee Address

Form Name Form Description
Monthly Attendance Summary Correction (Form 634)

The Monthly Attendance Summary form should be used when submitting corrections that cannot be input into Absence Management. 

Absence Management 634 form - Printable

Absence Management 634 form - DocuSign

Report of Employee Schedule Changes  This form is used to report a change in an employee's schedule on an ongoing basis.

Report of Employee Schedule Changes form
Absence Management Training Tools  These tools can be used for different activities within Absence Management 

Proxy Instructions 

Instructions for Running the Projected Vacation Forfeitures Report
Vacation Carry Forward Request Form 

This form is to be completed to request Vacation Carry Forward by January 31st each year. The purpose of this form is to prevent the automatic forfieture of vacation hours when an employee will exceed the maximum allowable balance at the end of the year. The maximum amount to be carried forward is up to the equivelent of 1 year of accruals.

Printable Vacation Carry Forward Request Form
Electronic Vacation Carry Forward Request Form