Payroll

The university payrolls are paid semi-monthly (twice per month). Paydays are the 15th of the month (or the Friday before if it falls on a weekend) and the last business day of the month. A payroll calendar indicating the payroll deadlines and paydays is linked on the Human Resources website here.

For faculty and exempt staff, the payroll paid on the 15th is for the hours worked/reported for the 1st through 15th of the month. The payroll paid on the last business day is for the hours worked/reported for the 16th through last day of the month. 

For non-exempt staff, the payroll paid on the 15th is for the hours reported for the 22nd through 6th of the month. The payroll paid on the last business day is for the hours reported for the 7th through 21st of the month.

A list of the holidays and bonus days observed by the university is linked on the Human Resources website here. The list is for the university's fiscal year, which is July 1 to June 30.

The dates on this list are paid holiday and bonus days for staff in benefited roles. Eligible staff in full-time (1.00 FTE) roles will be paid 8 hours of holiday pay. Eligible staff in less than full-time (1.00 FTE) roles will receive hours at a prorated rate. For a full explanation, please review the Holiday Pay Policy.

The Payroll team will add the holiday hours to timesheets on the final day of the pay cycle. Please ensure that your time for the pay cycle is entered by the timesheet submission deadline so that the holiday time can be added. Holiday hours cannot be paid if no paid hours are reported in the pay cycle.

For exempt staff:

As exempt staff, you will only use your timesheet to report leave hours used. You will report leave hours in full day increments. If you work a portion of the day, there is no need to report the leave hours. Timesheets are required to be complete and correct on the 6th and 21st of each month. This is sometimes complex given that the exempt pay cycles go through payday (15th and last day of the month). If you schedule time off, please enter your leave hours before the 6th or 21st. If you are unexpectedly away, please enter the time off when you return. If the payroll cutoff has passed, the leave hours will be processed with the next payroll.

For non-exempt staff:

As non-exempt staff, you will use your timesheet to report hours worked and leave hours used. Timesheets are required to be complete and correct on the 6th and 21st of each month. Time reported after the payroll cutoff has passed will be processed with the next payroll.

Timekeeping best practice:

Timekeeping best practice is to enter your worked hours on the day that you work them, after the hours have been worked. Doing so ensures the accuracy and timeliness of payment. This is the most accurate way of tracking schedule variances, as the timesheet is a legal document that must include actual time worked, not time as scheduled. Please note: Leave hours may be entered in advance as you plan and prepare for your time off.

How to report and approve hours on timesheets:

Select the applicable reference guide below for instructions.

• Exempt (Salaried) Staff Leave Reporting (PDF)
• Non-Exempt (Hourly) Staff Timekeeping (PDF)
• Student Staff Timekeeping (PDF)
• Timesheet Approvals (PDF)

For further explanation, please review the Work Schedules Policy.

The following payroll information is available electronically in myPugetSound:

• Paystubs
• Paid Leave Balances (Leave Summary)
• Direct Deposit
• Tax Forms (W-4, W-2)

How to access your payroll information electronically:

• For students: login.pugetsound.edu>myPugetSound>Job Information
• For faculty: login.pugetsound.edu>HR Salary & Benefits
• For staff: login.pugetsound.edu>myPugetSound>HR Staff Resources

W-2 forms will be available electronically or mailed by January 31st of each year for the previous tax year.

How to review your W-2 consent status:

1. Log in to your Puget Sound account. For additional instructions, see How to Access Your Payroll Information.
2. Select Tax Forms>W-2/W-2c Consent from the left-side menu.

How to access your W-2 form electronically:

1. Log in to your Puget Sound account. For additional instructions, see How to Access Your Payroll Information.
2. Select Tax Forms>W-2/W-2c Forms from the left-side menu.
3. Click on the "View Form" button to view your W-2 form for the current year. Note: You will need to ensure pop-ups are not blocked.
4. To access a prior year, select the desired year from the "Tax Year" drop-down menu located near the top of the page.

Note for former students: If you graduated the previous year and had an on-campus job during the spring semester, you have access to your myPugetSound account through Tax Day. If you are unable to log in to your myPugetSound account, please contact Technology Services for assistance.

Note for former faculty and staff: Your W-2 form will be mailed to the address that we have on file for you by January 31st. If your address changes after you leave the university, please contact Human Resources to update your mailing address.