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Payroll Services

Frequently Asked Questions

Answers to some of the most common payroll questions.

Your payday is dependent upon your employee status (regular or temporary/student employee) and whether you are participating in the direct deposit program.

Monthly paid employees receive pay per the dates issued by the State Controller's Office which are indicated on our campus Payroll Calendar.

Temporary and student employees receive pay on the 15th of each month.  If the 15th falls on a Saturday, pay will be issued on Friday.  If the 15th falls on a Sunday, pay will issue the following Monday.

See the Payroll Calendar for actual pay days.

Individuals who do not have direct deposit for their paycheck are required to pick up their pay check at the Cashier windows (Joyal Administration Building - South Lobby) and must present a valid photo ID.

Fall & Spring Pick Up Times:

  • Paychecks for monthly paid staff, management, and faculty will be available between 3:00 pm and 4:30 pm on pay warrant distribution day.
  • Paychecks for students and hourly paid employees are available beginning at 8:30 am on the scheduled pay day.

Summer Pick Up Times:

  • Paychecks for monthly paid staff, management, and faculty will be available between 2:00 pm and 3:00 pm on pay warrant distribution day.
  • Paychecks for hourly employees and student assistants will be available beginning at 7:30 am on pay distribution days.

If you would like to enroll for direct deposit, please visit the Payroll Services - CEC website for step-by-step instructions.

Direct Deposit advices are no longer printed by the State Controller's Office, but can be accessed by enrolling in Cal Employee Connect.

Step-by-step instructions to register are also available on the Payroll Services - CEC website.

No, they are printed at the State Controller's Office in Sacramento and delivered to us.

Human Resources, Joyal Administration Building, Room 211. 

Please contract Benefits Services, Joyal Administration Building, room 211.  Their phone number is 559.278.2032.

Payroll deductions for savings, car payments, etc. must be setup through your bank. Your bank will submit your deduction request to the State Controller’s Office directly.

To establish a TSA, contact Employment and Benefits Services.

Around the 15th of January each year. The W-2 is mailed to the current mailing (not home) address on file with the University (as of December 10th the previous year). 

You can check your current address on file by going to your Personal Information Summary in the Employee Self Service section of the MyFresnoState portal.

First, contact Payroll Services at 559.278.2032 because your W-2 may have been undeliverable to your address of record and as a result, it may have been forwarded to us.

If we have your W-2, we will ask you to complete a change of address form and we will release your W-2 to you.

If you need a duplicate, then you can sign up for Cal Employee Connect to access your W2.

If you would like an offical hard copy of your W2, you can download/complete the Standard Form 436 Duplicate W-2 Request Form and submit it to the State Controller's Office along with a money order or cashier's check for $8.50 (per tax year).

To go paperless for your W2, you must first register for a Cal Employee Connect (CEC) account. 

Once you have registered, log in to your CEC account and click on your name in the upper right hand corner, then select User Profile. From there, under Portal Information, you will see the toggle for W-2 Paperless. 

Please note that the registration period to Opt-in/out is from February 1st - November 30th. Once you opt in, you cannot opt out until the next calendar year.

A lost paycheck must have a stop payment placed on it. Once the State is sure the check has not been cashed, a replacement check can be issued. This process can take 4-6 weeks. Stop payment requests are submitted to Payroll Services.

Vacation Credit is earned for each qualifying monthly pay period.

For purposes of computing vacation credit, an employee who works eleven (11) or more days in a monthly pay period is considered to have completed a qualifying month.

When an absence without pay of more than eleven (11) consecutive working days falls into two (2) consecutive qualifying monthly pay periods, one (1) of the pay periods is disqualified for leave accrual.

Vacation accrual is based on months of service and bargaining unit agreements. Refer to the Vacation Leave Accounting page for more information.

Generally speaking no. However, there is a maximum vacation balance that can be carried to the next year.

Eligible employees may accrue unused vacation credits up to the maximum allowed as of December 31. When computing the maximum allowable vacation limits include the December vacation accrual that is available the following January 1.

For more information regarding Vacation, please refer to the Leave Accounting section.

Please refer to the MyFresnoState portal --> Employee Self Service --> Time Reporting --> Employee Balance Inquiry to see your current leave balances. 

Take note that any unapproved usage is not reflected in your current available balance.

No.  Students are allowed to work a maximum of 20 hours per week while classes are in session and up to 40 hours per week during breaks.

If a student has more than one job on campus, the maximum hours must be split amongst all jobs. (all hours worked for all jobs must not exceed the maximum allowable horus.)

Leave accruals are based upon time base, and leave usage is typically based upon the employee’s regular work schedule.

For example, full time employees on alternate work schedules such as the 9/80, 4/10 or 3/12 all accrue sick leave at eight (8) hours per qualifying monthly pay period; however, sick leave usage for a full day would be based upon their respective 9, 10, or 12-hour workday, as appropriate.

In the case of hourly intermittent employment, leave accruals and usage are based on the number of hours worked in a given pay period; not a schedule.