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Payroll


Frequently Asked Questions

When do I get paid?

Salaried employees are paid a salary over 24 equal semi-monthly payroll deposits paid on the 15th and the last day of every month. If the 15th or the last day of the month falls on a weekend or University holiday, the disbursement date is normally the Friday before the weekend or the last University workday before the holiday.

Faculty whose base appointments are nine months receive 24 equal semi-monthly payroll deposits. The first pay is on Sept. 15 and the last pay is on Aug. 31 of the following year.

Hourly employees are paid at an hourly rate over 26 installments on a bi-weekly basis every other Friday.

Public Safety employees (28-day and 36/48) are paid on a bi-weekly basis every other Friday.

Where and when do I enter my time worked and leave taken to get paid?

Time/leave is entered in WebAdvisor. Time entry deadlines for employees and supervisors are posted on Pay Schedules. All employees are responsible for entering their time/leave in an accurate manner on a daily basis. Time/leave entries must be submitted to Payroll at the end of each pay period in accordance with cut-offs provided on the pay schedules. Failure to complete and submit time/leave for a particular week or weeks may result in inaccurate or incomplete payments to employees.

How do I correct an error discovered in my time/leave entry?

If a time/leave entry error is discovered prior to the employee cut-off date, Payroll can reject the timecard back to the employee to correct. If the error is discovered after the employee cut-off date and before the supervisor cut-off date, the supervisor can fix the time/leave entry error. Time entry errors discovered after cut-off dates are to be reported to Payroll and will be corrected on the following pay date subsequent to the pay period in which the error was discovered.

How do I adjust leave time for a prior pay period?

Use the Leave Amendment Form on WebAdvisor (in the Time Entry section of the Employees menu)

Where do I locate my leave balances?

Click on Year-To-Date Leave in WebAdvisor (in the Time Entry section of the Employees menu) to see current balances based on your last pay date. Any leave hours currently in Time Entry will NOT post until payroll is completed for that pay period. Annual Leave (Use by Dec. 31 or lose) is your current leave balance plus any eligible accruals for the remainder of the year. This applies only to full-time classified employees. To donate unused leave at the end of the year, complete the Leave Donation Form, or contact HREO at 843-349-2036.

How do I enter time for leave taken when I don't have enough hours in my leave balance?

WedAdvisor will not allow you to enter leave hours that exceed your available balance. Enter only the hours worked and submit your time entry for your supervisor to approve. You must contact your supervisor immediately so the leave taken may be applied properly for payroll processing. Supervisors should detail the days, hours and type of leave taken in the Supervisor Comments Box prior to approving/submitting the employee's time in WebAdvisor.

How can I get a copy of my pay advice?

View and print Pay Advices in WebAdvisor (in the Employee Profile section).

How do I elect a voluntary payroll deduction from my paycheck?

A list of approved voluntary payroll deductions and enrollment information can be found here. Once Payroll receives enrollment information from the vendor, the deduction will be in effect on the next pay period processed.

How can I enroll in a supplemental retirement plan(s) through payroll deduction?

Supplemental retirement plans are offered to University employees through third-party vendors. To learn more visit Supplemental Retirement Plans

I did not get paid or I received only a portion of my wages. What should I do?

Contact Payroll. If it is determined that you are owed hours for a previous time period, fill out a paper timesheet.

How is holiday "comp" time handled?

Employees in certain University areas may be required to work on holidays; however, prior supervisor approval is required to earn compensatory time for working on a holiday. The supervisor and the employee must complete the Holiday Comp Time Form and deliver it to the Payroll Office (electronic submission is not available) prior to the holiday worked. All non-exempt employees who cannot coordinate a time to take or choose not to receive holiday compensatory time earned for working on a holiday within the one-year period shall be compensated for the holiday at the straight hourly pay rate of the employee. Payroll will accrue the holiday comp time and the employees will be paid in the pay period the comp time is taken.

Can supervisors print a report for all employees for tracking purposes?

Yes, supervisors should click on Employee history (for supervisors) in WebAdvisor to view pay period time history for employees who report to them.

How can I update my direct deposit information?

Bank information (such as add a bank account, change deposit amount for a specific bank account, delete a bank account) can be updated by completing a new Direct Deposit Form and delivering it to the Payroll Office (electronic submission is not available). Once Payroll receives the direct deposit form, it will be in effect for the next pay period processed.

How can I update my W-4?

Your W-4 can be updated by completing a new W-4 2018 (pdf) and delivering it to the Payroll Office (electronic submission is not available). Once payroll receives the W-4 form, it will be in effect for the next pay period processed.

I did not receive my W-2 or need a duplicate copy. Who should I contact?

If you elected to receive an electronic W-2, you can obtain a printed copy in WebAdvisor in the Employee Profile section by selecting Tax Information. If you did not elect electronic consent, contact Kristen Toben, director of payroll, or Charles Kapp, payroll specialist.

Why doesn’t the Federal Gross Taxable Wages on my W-2 reflect my annual salary?

Your annual salary is reduced by pre-tax deductions (health/dental/vision/retirement, etc.) to determine your taxable wages. 

 

Payroll


Frequently Asked Questions

How can I view my pay advice online?

To view your payroll history login to WebAdvisor with your CCU user name and password (it's the same one you use for campus email). Click on Employees Menu on the navigation bar located on the right side. The system will display the Employees - WebAdvisor for Employees Menu. Click on Pay Advices under the Employee Profile heading on the right side.

Where do I go to enter my time?

Type in the url https://webadvisor.coastal.edu in your web brower to get to WebAdvisor. Time entry is located under the Employees Menu.

If I have questions on web time entry who do I contact?

Send an email to payroll@coastal.edu.

Will I still get paid if I have not electronically signed my time entry?

You will get paid; however, your pay may be delayed.

Do I have to report hours worked?

Exempt employees do not have to report worked hours only leave hours. In order to report leave hours you will enter leave hours under the appropriate leave type for the time used and then reduce your pre-populated hours worked by the number of leave hours taken. Nonexempt employees must report actual hours worked and leave taken. All hourly employees must report time in and time out.

What if an hourly employee did not report hours worked?

If both the employee and supervisor cutoff dates have past then handwritten timesheets must be completed immediately and turned in to the Payroll Office in a timely manner in order to be paid on the regular pay date for that cutoff period. If timesheets are not received in a timely manner they will be paid on the next scheduled pay date. If only the employee cutoff date has past then the supervisor should enter the hours worked for the employee to be paid in a timely manner.

Where do I locate my leave balances?

Click on Year-to-Date Leave to see current balances based on your last pay date. Any leave hours currently in Time entry will not post until payroll is completed for that pay period. Annual Leave (Use by Dec. 31 or lose) is your current leave balance plus any eligible accruals for the remainder of the year.

Can supervisors print a report for all employees for tracking purposes?

Yes, supervisors should click on Employee history (for supervisors).

How do I adjust leave time for a prior pay period?

Use the Leave Amendment Form in WebAdvisor.

How will overtime/comp time approvals be handled?
  • Payroll will print an overtime report.
  • If you ask to have comp time credited instead of overtime paid, you must complete the Compensatory Time Agreement under the online forms, payroll will adjust accordingly.