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Payroll policy

The University complies with all Federal and State regulations for payroll. Written approval is required to hire any University employee. Employees are paid bi-weekly via direct deposit or physical check.

Payroll check/remittance advice distribution

Payroll checks and remittance advices are mailed to the employee's W2 address on file with Human Resources. Payroll checks and remittance advices are not distributed before payday.

Payroll advances

Payroll advances are prohibited.

Payroll calendar defined

The payroll calendar depicts the pay periods and pay dates for the payroll year (January through December). Employees are paid bi-weekly, every other Friday. Annual payroll calendars are available in the Payroll Department and on the Payroll Department website at

Obtaining direct (electronic) deposit

University employees are encouraged, but not required, to have their payroll checks electronically deposited in the account(s) of their choice. Complete a Payroll Direct Deposit Authorization form, available on the Payroll website and in Payroll Department, to initiate this process. Similarly, to cancel this service, complete a Payroll Direct Deposit Authorization form.

Note: The first check run after the form is submitted will be pre-noted (the sending of a test file to the bank which verifies the account information). If the prenote does not take place before the first payroll, the individual will receive a check. Provided the pre-note process is successful, the second and subsequent payroll payments will be electronically deposited.

Timesheets defined

Timesheets and Leave Reporting is done through insidePacific.  If the period has passed or revisions need to be made then paper timesheets/leave report will need to be submitted. Timesheets and Leave Reporting forms are available on the Payroll website and  in the Payroll Department.  See the payroll calendar for due dates.

Jury Duty

Jury duty receipts must be submitted to supervisor prior to web time entry approval.

Timesheet signatory requirements

Web Time Entry Timesheets are due by the deadline regardless of whether the employee or supervisor is available to approve. All supervisors must have a proxy approver set up in the event they are unable to approve by the deadline. The approver/proxy may submit on behalf of the employee in the event of an absence.

Changes to timesheets

Contact the Payroll Department immediately if you have revisions to your timesheet/leave report.

Manual check defined

Checks issued separately from the regular payroll run are discouraged but may be required for compliance. In the event a manual payroll check must be issued through no fault of the Payroll Department, a $20 fee will be charged to the department.

Changes to tax withholding

Any changes made to an employee's tax withholding arrangements must be submitted to the Payroll Department via updates through insidePacific or a paper Form W-4 (Federal) and/or Employee's Withholding Allowance Certificate form (California).  If a W-4 is received without the Employee's Withholding Allowance Certificate form, Payroll will update State taxes to match the W-4.

Note: Regulations permit a thirty (30) day waiting period for the changes to take effect. The Payroll Department does not provide tax advice. Please contact your tax professional regarding completion of Form W-4 and/or Employee's Withholding Allowance Certificate.  You may also visit the IRS website and use the IRS Withholding Calculator

Disputes and/or corrections

Contact the Payroll Department immediately with any disputes and/or corrections.

Information available on the Internet

The following forms are available on the Internet at

  • payroll calendar,
  • timesheets,
  • Payroll Direct Deposit Authorization form

Additional information

Contact the Payroll Department for additional information.

About This Policy
Last Updated
Original Issue Date

Responsible Department
Finance Operations