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The Focus Is You

One Page Guide to Payroll
SWOSU Business Office

PAYROLL PROCEDURE - FACULTY & ADMINISTRATORS

  • Faculty and Administrators’ paystubs can be accessed online.  Please see “Faculty Staff Paperless Payroll Check Stub Directions” to pull and print a paystub. Paper checks will be mailed to current address on file.
  • Faculty members are paid in 12 monthly payments (August through June).    They will receive 2 paychecks on June 30.
  • Summer School Checks will be paid in two checks in June and July with no deductions.
  • Administrators are paid in 12 monthly payments during the year (July - June). 
  • Faculty members and Administrators should go to the Human Resources Office for address, direct deposit, tax sheltered annuity, health, vision, dental, life or cancer insurance changes. 
  • Faculty members and administrators should come to the payroll office for address changes, W-4 changes and direct deposit changes.
  • A Graduate Assistant will be paid in 9 payments (Sept - May) and will be considered FICA EXEMPT if he or she is enrolled in a minimum of 3 credit hours with a teaching load of 3 to 6 credit hours or if he or she is providing the university with an equivalent amount of professional service during a regular term and their hours worked do not                exceed an average of 20 hours a week or less.
  • Adjunct pay for the fall semester will be paid in 4 payments (Sept. - Dec.).  Adjunct pay for the spring semester will be paid in 4 1/2 payments (one-half months pay in Jan. and four full checks Feb. - May).
  • Extra Pay and Overload Pay will be paid by the end of the month when the class is over.
  • Faculty Payroll Forms are due in the Human Resource Office by the 1st of the month to be eligible for the current months’ payroll.  The Employment and Pay Action Form for faculty should be signed by the Employee, the Budget Unit Head, the Dean of the school, the Provost, and the Human Resource Director. 

PAYROLL PROCEDURES - CLASSIFIED PERSONNEL

  • Classified Personnel are either paid on a monthly salary or by the hour as indicated on the Employment and Pay Action Form.   Time records are to be turned in to the Human Resources Office for all Classified Personnel. Paystubs can be accessed online.  Please see “Faculty Staff Paperless Payroll Check Stub Directions” to pull and print a paystub. Paper checks will be mailed to current address on file.

PAYROLL PROCEDURES - STUDENT PERSONNEL

  • An Employment and Pay Action Form should be completed by the department head, chairman or supervisor for new employment, change of employment or termination of employment of a student employee.
  • An individual shall be considered a student employee if they are enrolled in at least one credit hour during a regular term and one credit hour during a summer term. 
  • A student  will be considered FICA Exempt if they are enrolled in a minimum of  6 credit hours during a regular term and 3 credit hours during a summer term and their hours worked do not exceed an average of 20 hours a week or less during the fall and spring semesters.  Students may work up to 40 hours during the summer term and still be FICA Exempt as long as they are enrolled in 3 credit hours.
  • A Graduate Student will be considered FICA Exempt if they are enrolled in a minimum of 6 credit hours during a regular term and a minimum of 3 credit hours during a summer term and their hours worked do not exceed an average of 20 hours a week or less. Graduate Students may also work up to 40 hours during the summer term and still be FICA Exempt as long as they are enrolled in 3 credit hours.
  • Students are paid for a pay period of a calendar month with payday being the 8th of the following month. Paystubs can be accessed online.  Please see “Student Paperless Payroll Check Stub Directions” to pull and print a paystub. Paper checks can be picked up at the Cashier’s window.

PAYROLL PROCEDURES - FOR ALL EMPLOYEES

  • All employees are required to sign up for employment within three working days of the date of hire.  They need their Social Security Card when signing up for payroll.
  • Call Louann Hanks 774-3221, or LaDonna Lucus 774-3224, for any payroll related questions.  The Payroll Office is located in Room 112 of the Administration Building.

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