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General Information FAQs
For more specific FAQs on particular topics, click on the links on the left to go to those pages. All other general information is below.
What services does Chapman University Payroll Office provide?
How do I get paid?
How often do I get paid?
Does Chapman University offer Direct Deposit?
I think my paycheck may have an error?
Do I have to fill out timesheets?
What if I work for more than one department?
When do I have to notify Payroll with personal information changes?
How do I change the name on my paycheck?
Am I eligible for overtime?
When do I earn overtime?
I lost my paycheck, or it was stolen!
How can I get a copy of a past pay stub?
What are Chapman's vacation and holiday policies?
What is the difference between family sick and sick?
Why is my Family sick balance greater than my Sick balance?
My vacation/sick/family sick balance on my check does not seem correct, why?
How do I understand my staff hours?
How do I understand my paycheck codes?
Whom can I contact if I have more questions?
What services does Chapman University Payroll Office provide?
- Work with Administrative and Hiring Departments with questions on hiring, payroll policies, and procedures
- Process all Federal and state mandated employment documents and requests
- Implement payroll and labor tax law changes
- Process and print Checks or Directly Deposit Pay Stubs
- Provide customer service to employees on payroll related questions
- Maintain employees payroll records
- Process "stop payments" and replace lost or stolen paychecks
- Issue W-2s and replacement of lost W-2s
- Provide payroll training information to supervisors
- Process and remit garnishment and levies
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How do I get paid?
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All Payroll activity begins with the hiring process, each new hire employee is responsible and required to complete and submit New Hire package to their Home Department (your hiring department) or Human Resource Office. Each Home Department is responsible for ensuring all required documentation is being forwarded to the appropriate office to initiate the new hire process for the employee.
Administrator, Staff, and Full-Time Faculty employees: Human Resource Office is responsible in collecting your new hire paperwork. Your hiring department is responsible to submit appropriate documentation and notification of your hiring status. All non-Orange Campus new employees, your home department collects all new hire paperwork.
Student employees: Student Employee Services is responsible in collecting your new hire paperwork. Your hiring department is responsible to notify Student Employee Services Office of your hiring status, and submit appropriate documentation as required.
Adjunct Faculty: Home department, location, is responsible in collecting your new hire documentation. |
How often do I get paid?
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Chapman University employees are split in two pay frequencies. We have monthly and semi-monthly pay period paydays. Please go to the Payroll Calendar to view the actual dates for current year.
Monthly pay period: Administrators and Full-Time Faculty employees are paid on a monthly basis. Payday is the 26th of the month, or work day prior if the 26th falls on a weekend or holiday.
Semi-Monthly pay period: Staff and Student employees are paid on a semi-monthly basis. Paydays are on the 10th and 26th of the month, or work day prior if the 10th or 26th fall on a weekend or holiday. |
Does Chapman University offer Direct Deposit?
I think my paycheck may have an error?
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If you are inquiring about a missing payment, contact the department that issued the pay request. The issuing department will investigate if they have submitted the pay request and inquire about the status of the payment to the appropriate departments that will authorize or process the pay request.
If you have a question about how your pay was calculated or you think it was calculated in error, contact the Payroll Office. |
Do I have to fill out time sheets?
| All Staff and Student employees are required to submit Time Sheets for all hours they have worked. Time Sheet must include the time period the employee began and stopped worked for each period. |
What if I work for more than one department?
| If you work in more than one department, you must complete a time sheet for each department. Ensure the times of the work periods for each department do not overlap. Overlap of time will initiate an inquiry and delay of your paycheck. |
When do I have to notify Payroll with personal information changes?
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In the event there is a change event in your taxable status, you may choose to submit a new W4 form. Change events include marriage, divorce, birth of a child, and gaining or losing a deduction.
If you have moved or changed your home phone number:
- Administrator, Staff, and Full-Time Faculty employees: notify Human Resources and your Home Department.
- Adjunct Faculty employees: notify your Home Department and Human Resources Office
- Student Employees: notify Student Employment Office or Human Resources Office
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How do I change the name on my paycheck?
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Chapman University may change the name that appears on your check and tax forms after you submitted an updated Social Security Card reflecting your new name. |
Am I eligible for Overtime?
| If you are a Staff or Student employee who is submitting Time Sheets for each pay period, you are eligible to be paid Overtime. |
When do I earn Overtime?
| Overtime pay is 1.5 times regular pay for more than eight hours "worked" in a day, and for the first eight hours worked on the seventh day of continuous work in a workweek. Chapman University workweek is defined as Monday through Sunday. Overtime pay is 2.0 times regular pay for more than 12 hours worked in a workday, and for more than eight hours on the seventh day of the workweek. Worked hours do not include sick, vacation, holiday, or any other non working hours. |
I lost my paycheck, or it was stolen!
| Contact the Payroll Office immediately. Payroll Office will process a Stop Payment request and will issue you a replacement check. A replacement check takes on average three to four business days to process if the Stop Request is successful. Contact Payroll. |
How can I get a copy of a past pay stub?
| Payroll Office does not keep copies of employee pay stubs. We suggest you securely store any past pay stubs for future credit request purposes. When disposing of your past pay stubs, please ensure they are properly shredded prior to disposal. |
What are Chapman's vacation, sick, family sick, and holiday policies?
What is the difference between family sick and sick?
| Family sick is not in addition to your sick balance, but in conjunction with sick. If a qualified family sick event occurs the time used is subtracted from your sick balance and family sick balance. Family sick balances are distributed on a calendar basis, one half of your annual sick accrual. 80 hours per year sick, 40 hours family sick allotment. |
Why is my Family sick balance greater than my Sick balance?
| Your Family sick balance is the amount you have available if you have sufficient sick hours to cover. You may have used your sick hours. Remember, Family sick is not in addition to sick hours but in conjunction. |
My vacation/sick/family sick balance on my check does not seem correct, why?
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Vacation and sick accruals are not available for use to the employee's balance until the month is fully completed. Your check is reflecting the vacation balance and activity of the prior pay period. If you have a check for October 26, the vacation balance listed is as of the end of September 26 for Administrator and October 15 for Staff. |
How do I understand my staff hours?
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Staff employees are paid “semi monthly ahead”, meaning paid prior to the end of the pay period. 24 pay periods per year (12 x 2 = 24)
Pay Period Pay Date
1-15 10
16-31 26
Staff is also paid on a salaried basis (annual wage / 24) with 86.67 hours per period, why 86.67 hours?
40 hours week x 52 weeks year = 2080 work hours per year / 24 pay periods = 86.67 hours.
The timesheets will never reflect 86.67 hours, but remember this is annualized hours, your timesheets will total 72, 80, 88, or 96 hours worked, but again you will be paid 86.67 hours.
Non exempt employees are entitled to overtime, since you are paid ahead the current pay period timesheet were not due at processing time. All vacation, sick, unpaid days and such are adjusted on the following pay period along with overtime paid. |
How do I understand my paychck codes?
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Please refer to this table of paycheck codes (PDF) |
Whom can I contact if I have more questions?
| If you have any further questions, not mentioned on any of the Payroll FAQ pages, go to our Contact Us and learn how to contact us for your question. |
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