Responsible Unit: Finance and Operations, Human Resources, Payroll Office. Reference: KCTCS Administrative Policies and Procedures, 2.15.
Pay Dates Pay dates are the 15th and 30th of each month, or the last work day prior to those dates if a pay date falls on a weekend or holiday. For a schedule of pay dates please see the following link: Pay Dates and Holidays
There are two pay periods each month. Pay periods are the 1st through 15th and the 16th through the last day of each month. Approval of electronic time sheets and absence requests are due by 3:00 p.m. on payday.
Approving time-sheets and absence forms
Guidance for approving time sheets and absence forms is available at the following link: Supervisor Approval and Correction of Timesheets
Submitting time-sheets and absence forms
Beginning August 1, 2016, all non-exempt employees should enter time worked and absence reporting through the Time & Absence page of the employee self-service. All exempt employees should enter absence reporting through the Time & Absence page of the employee self-service. Guidance for entering your time sheets is available at the following link: Timesheet Entry for Employees
Payroll direct deposit is a condition of employment for all employees except those paid through Federal work-study funds. To establish the initial direct deposit, employees must submit a “voided” check along with the direct deposit form.
Changing Direct Deposit
If you change banks, or need to change your direct deposit information for other reasons, you may do this through PeopleSoft Self-Service. This must be completed before the final payroll calculation for the pay period for which you are making the change. Please contact the payroll department if you have a question about the timing of making direct deposit changes.
There is a link to the direct deposit form in your PeopleSoft Self-Service Payroll pages. If you are simply changing banks, it is recommended that you keep your old account open until your pay can be redirected to the new account. Closing a bank account before changing your direct deposit is very likely to result in late pay.
All employees are required to view and/or print their paycheck data through the PeopleSoft Self- Service Pages. Hard copies of pay statements are not available. To access the sign on page for PeopleSoft Self-Service, use the following link:
Enter your Active Directory user ID and password to sign in to PeopleSoft. Once signed in, click on “Main Menu”, then “Self Service”, then either “Personal Information, Payroll and Compensation, or Benefits to access the self-service pages. Should you have difficulty logging in to the self-service pages, please contact the Information Technology (IT) department. IT contact information may be found at the following link:
When you click on Personal Information”, you will see the following page:
When you click on “Payroll and Compensation” you will see the following page options:
Active employees will have access to an online copy (through Employee Self-Service). Former employees will only receive their W-2 form in the mail. Employees should update their home address when it changes either though Employee Self-Service or by submitting a form to HR to ensure W-2’s are mailed to the correct address.
Contact the payroll office with questions concerning tax withholding, direct deposit, and leave balances. Payroll contact information is at the following link: Payroll Staff
Contact the HR office with questions concerning salary, address/name changes, benefit deductions and parking passes. HR Contact information is at the following link: Human Resources.