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Payroll

The office of Human Resources is responsible for payroll enrollment and disbursement. Employees must complete payroll sign up on or before first day worked. Original identification documents must be presented at time of payroll sign up, including an original Social Security card (or receipt for replacement card). Acceptable forms of employment eligibility verification found on Department of Homeland Security’s website. Payroll sign up packets are available in the Human Resources office or can requested via email.

Email Human Resources at hr@se.edu for more information or call (580) 745-2162.

Online Pay Information Open Close

Go to Online Pay Advice

Online Pay Advice carries information up to July 1, 2019.

Go to Self Service

Colleague’s Self Service carries information after July 1, 2019.

Employee Payroll Open Close

NEW HIRES
Upon satisfactory results of pre-employment background screening of top candidate, hiring department will prepare and route an Employment Transaction form to hire the new employee. After the department has received a copy of the fully processed Employment Transaction form, the hiring department needs to contact Human Resources to set up a payroll sign-up appointment for the new hire. The payroll sign-up forms must be completed on or before the first work day per federal guidelines.

PAY SCHEDULES AND METHOD OF PAYMENTS
Employees are paid via automatic deposit according to the fiscal year payroll schedule. If there is any change in schedule, notification will be announced by email. Payroll information is available in the Online Payroll Information section above.

FACULTY
Faculty are considered to be 10-month employees (August through May). Pay is disbursed the last working day of the month. Faculty pay is split over 12 months, with two pays received the last business day of June.

ADJUNCT FACULTY
Adjunct employees receive four paychecks during each Spring (Feb. – May) and Fall (Sept. – Dec.) semester, provided the Employment Transaction form has been processed by payroll deadlines. Pay is disbursed the last working day of the month.

PART-TIME HOURLY EMPLOYEES
Hourly employee time sheets are due no later than 10:00 a.m. on the 1st day of each month. If there is any change in schedule, notification will be announced by email. Pay is disbursed on the 12th day of the month, unless noted otherwise on the schedule.

AUTOMATIC DEPOSIT
All employees must sign up for automatic deposit as mandated by the State of Oklahoma. Enrollment or changes must be received by the 10th of the month to be activated by the end of that month.

CHANGES
All payroll changes must be received by the 10th of the month. Any change received after deadline may not be included until the following month’s payroll.

FEDERAL/OKLAHOMA STATE TAXES
Changes to federal/state taxes can be made any time during the calendar year by submitting a fully completed W-4 form. Form must be received in Payroll by the 10th of the month for current month’s payroll. Out-of-state residents are required to pay Oklahoma state taxes.

SUPPLEMENTAL RETIREMENT ANNUITY (TAX DEFERRED ANNUITY)
All employees (excluding students) may make voluntary pre-tax supplemental contributions by payroll deduction to a 403(b) account with VOYA.

OKLAHOMA TEACHERS’ RETIREMENT SYSTEM (OTRS)
OTRS is calculated on salary and fringe benefits, such as health, vision, life, and long term disability. Each participating employee pays up to $1,750.00 for a fiscal year (July 1 – June 30). Once maximum out-of-pocket contribution is met, SE contributes for the employee for the remainder of the fiscal year. The OTRS telephone number is 877-738-6365.

SOUTHEASTERN FOUNDATION
Full-time employees can make after-tax contributions to the Southeastern Foundation Faculty/Staff Campaign, scholarships or accounts of their choice through payroll deduction. Contact University Advancement at Ext. 2470 for information and forms.

CREDIT UNION
Full-time employees may open credit union accounts with the Texoma Educators Credit Union (408 N. Washington, Durant, 580-920-1177). Payroll will be notified by the Credit Union of any payroll deduction authorization.

OKLAHOMA 529 COLLEGE SAVINGS PLAN
Full-time employees may set up a payroll deduction to set aside after-tax monies to make it easier to afford a college education for a child through the Oklahoma 529 College Savings Plan. Grandparents, aunts, uncles, parents, and friends can open an account
for a child.

Student Payroll Open Close

IMPORTANT STUDENT PAYROLL DATES

SEMESTER PAYROLL PERIODS
Fall – August 16 through December 15 (may vary due to holidays)*
Spring – December 16 through May 15
Summer – May 16 through August 15

MONTHLY PAY PERIODS
16th through 15th (may vary due to holidays)*
*Any change in scheduled dates will be indicted on SE Fiscal Year Payroll Schedule.

PAYROLL DISBURSEMENT
Direct deposit will occur on 27th day of month or prior Friday if 27th falls on weekend

STUDENT HIRING / WORK AUTHORIZATION PROCESS
The hiring department sends a brief description to jmoore@se.edu including the following: What type of student work (regular or work-study), brief job description,
preferred working hours or number of hours per week, as well as where and who to submit applications. HR will not be responsible for keeping student applications and forwarding to departments. We will make copies of the application for the students to take to multiple departments to assist the students in their job search. Student jobs will be posted on the Employment Opportunities page under Student Positions.

The hiring department must use the standard Application for Student Employment. Completed applications should be maintained in the department for two years; then destroyed. Applications for students hired should be kept in the department until employment ends. At that time, send the application to Human Resources (HR) to be kept in permanent records. The applications are confidential and should not be left unattended or distributed off campus.

STUDENT PAYROLL FUNDING
Hiring department is responsible for maintaining fiscal year work study and/or regular wage budget. There are two types of student payroll funding:

Work Study Source: federal funds allotted to SE; departmental budgets determined by Director of Student Financial Aid.

  • SE Expense Code: 113
  • Students are awarded by the Financial Aid office based on their total student financial aid package.
  • Student awards may be adjusted due to other financial assistance received.
  • Only the Financial Aid Office may increase/decrease a student’s work study award.
  • The hiring department may elect to allot a smaller portion of the department’s work study award to the student. (For example, a student was awarded a semester amount of $1,310. Hiring department has allotted $800 of the department budget to pay the student.)
  • It is the responsibility of the department to monitor student work award balances. Payroll cannot be processed for students with insufficient balances.
  • Encourage work study student employees to notify you if working in more than one department because the work award will be split equally between the departments.

Regular Work Source: departmental funds; departmental budgets determined during
annual university budgeting process.

  • SE Expense Code: 213
  • All students are eligible to earn regular work.
  • If student has been awarded work study and department wants to pay as regular, student needs to decline work study award through CampusConnect.
  • The hiring department determines the student’s semester award based on the
    department’s fiscal year budget.
  • Increases to regular work awards are recorded on the student timesheet (see lower portion of student timesheet).
  • It is the responsibility of the department to monitor student work award balances. Payroll cannot be processed for students with insufficient balances.

Students cannot work as work study and regular work during the same period and will only be allowed to switch from one to another one time during the semester.

WORK AUTHORIZATION PROCESS
New Student Employees (have not previously worked for SE)

1) Record the student ID and full name as it appears on the Social Security card.
2) Check box “New student employee’s 1st day of work” and record hire date.
3) Check off each item to verify the student has the required items for payroll sign up: Driver’s license, original social security card, and documents for automatic deposit (Check off if student is an International student. Non-Resident employees must have the three items listed above AS WELL AS the FOLLOWING: US Visa, I 94, Foreign Passport, and I-20).

Do not send the student to HR until you have verified the student has all three
required items.

4) Record specific Student Position Job Duties
5) Record Department Name
6) Department determines if student has been awarded work study award. Student may access CampusConnect during the hiring process OR ask the student to print his/her Financial Aid verification from CampusConnect and bring to department.
7) Record complete 13-digit account number to pay student from.
8) Record hourly rate, will always be $7.25 unless student worker is a tutor or a Skilled Student Wage Increase form has been completed.
9) Student Work Award – Students are awarded by semester: Fall, Spring, Summer. Department fiscal year budgets are July through June

Work Study – Instruct student to take form to Financial Aid Office for work study
award verification then to HR office, along with required documentation as
directed above.
Regular Work – Complete box by recording year and semester work award.
Instruct student to bring form to HR, along with required documentation as
directed above.

10) The student work and Supervisor will sign and date. By signing you agree with the acknowledgement statement found on the Work Certification Form.
11 ) HR will review work certification form for proper completion and examine required documentation.

If form is properly completed and required documentation is satisfactory, student complete new hire payroll sign up forms. HR will sign/date the work certification form and give student a copy to present to hiring department.

If form is not properly completed or required documentation is unsatisfactory, HR will instruct the student to return to hiring department to reconcile issues.

Do not allow a student to work unless you have been presented a signed copy of the work certification form stating “All required items presented and payroll sign up is complete. Student authorized to begin work as of date signed by HR.”

Returning Student Employees (have previously worked for SE within last two semesters)

1) Record the student ID and full name as it appears on the Social Security card.
2) Check box “Student returning to work for SE”. Skip “New student employee’s 1st day of work” area.
3) Record specific Student Position Job Duties
4) Record Department Name
5) Department determines if student has been awarded work study award. Student may access CampusConnect during the hiring process OR ask the student to print his/her Financial Aid verification from CampusConnect and bring to department.
6) Record complete 13-digit account number to pay student from.
7) Record hourly rate, will always be $7.25 unless student worker is a tutor or a Skilled Student Wage Increase form has been completed.
8) Student Work Award – Students are awarded by semester: Fall, Spring, Summer. Department fiscal year budgets are July through June

Work Study – Instruct student to take form to Financial Aid Office for work study
award verification then to HR office, along with required documentation as
directed above.

Regular Work – Complete box by recording year and semester work award.
Instruct student to bring form to HR, along with required documentation as
directed above.

9) HR will review the work certification form for proper completion. Student will
need to notify HR if s/he has a new address/telephone number or has changed banking institutions/has new account, routing number s/he will need to provide HR with official bank documentation in order for direct deposit to be updated. (for example: voided check, letter from bank, copy of bank statement, SE Higher One card direct deposit information)

If form is properly completed and required documentation is satisfactory, student complete new hire payroll sign up forms. HR will sign/date the work certification form and give student a copy to present to hiring department.

If form is not properly completed or required documentation is unsatisfactory, HR will instruct the student to return to hiring department to reconcile issues.

Do not allow a student to work unless you have been presented a signed copy of the work certification form stating “All required items presented and payroll sign up is complete. Student authorized to begin work as of date signed by HR.”

STUDENT TIMESHEETS
HR will distribute timesheets via the HR website and campus-wide email before each semester begins. The timesheets must be maintained in Excel format. The Monthly Student Timesheet file contains information in the left and right margins to assist in proper completion of the form. This information will not appear when the timesheet is printed.

Student timesheets must be completed in full in order to be processed. Each timesheet must contain the following information:

▪ Student full name as it appears on the Social Security card
▪ Department name
▪ Complete and accurate 13-digit department account number
▪ Original (legible) signature of student and one supervisor (HR requires only one
supervisor signature, some departments require two signatures)
▪ Daily Time In and Time Out
▪ Hourly Rate
▪ Total hours and total amount earned are automatically computed
▪ Student work award information

Students may not work more than 29 hours during a workweek. University policy recommends that students work no more than 20 hours per week. Foreign national students are strictly allowed no more than 20 hours per week (during Fall & Spring semesters) per federal regulation.

Students are to record time worked on the student timesheet daily using clock time: Key in clock hour, one space, and AM or PM. Example: 8:00 AM or 8:00 am; NOT 8:00AM or 8:00 A.M. The hours worked will not compute without the space

▪ Report time in quarter hour increments only
▪ Per the Fair Labor Standards Act, employee time from 1 to 7 minutes may be rounded down, and thus not counted as hours worked, but employee time from 8 to 14 minutes must be rounded up and counted as a quarter hour of work time. Round 7 minutes or less down to nearest quarter hour Round 8 minutes or more up to next quarter hour Example: Enter 10:52 AM as 10:45 AM Enter 10:53 AM as 11:00 AM

Use black or blue ink to sign the timesheet. Signatures in pencil are not acceptable. Timesheets may not be signed and dated before the last day worked in the pay period.

Before signing the timesheet, the supervisor should review the timesheet to verify accuracy and that the timesheet has been completed correctly.

Ensure that the proper time has been entered. Students sometimes use ‘AM’ instead of ‘PM’, which results in the wrong daily total hours.

The lower portion of the timesheet has an area designed to allow departments to determine awarded amounts used and balances remaining. This feature will assist the department in monitoring the work award remaining and should eliminate a student working over their awarded amount.

Incomplete timesheets will be returned to the submitting department for completion, which
may result in delayed payment to the student.

DEPARTMENT STUDENT PAYROLL SUMMARY
Alphabetize the timesheets and separate by object code: 113 (work study) and 213 (regular) per departmental account number.

Record the department account number, department name and the payroll period. List students alphabetically, separated by object code, 113 (work study) and 213 (regular). Show the total hours worked, hourly rate and the total amount earned for each student and the department grand total. Staple the individual timesheets behind the Department Summary. The timesheets must be alphabetized and separated by object code.

Complete the Departmental Student Work Budget for Fiscal Year portion of the Student
Payroll Summary form. This area must be completed each payroll period. Monitor the
student work budgets closely to avoid exhausting the funds before the fiscal year end.

For questions about your student work budgets, contact:
213 budget – Director of Finance/Controller, campus extension 2977
113 budget – Director of Student Financial Aid, campus extension 2186

All student timesheets submitted must be attached to a Department Summary. Timesheets received without the properly completed Department Summary form will be returned to the submitting department.

TIMESHEET DUE DATES
Student timesheets are due in HR (A 309) no later than 10 a.m., typically on the 16th day of each month. If the due date occurs on a weekend or holiday, timesheets are due by 10 a.m. on the following business day. Timesheets submitted after the due date will be returned to the submitting department to be re-submitted on the following pay period.

Refer to the SE Fiscal Year Payroll Schedule for specific deadlines, which are also printed on the student timesheet form.

DISBURSEMENT OF PAYROLL
Student employee payroll is direct deposited on 27th day of the month, or prior Friday, if 27th falls on weekend. Student payroll advices may be retrieved by logging into CampusConnect and selecting “Online Pay Advice” from the “Student Info” tab. The online pay advice is typically posted a few days before the direct deposit date.

If a student questions the pay received, direct the student to review their online pay advice before contacting HR.

Payroll Sign-Up Open Close

Employees must complete payroll sign up on or before first day worked. Original identification documents must be presented at time of payroll sign up, including an original Social Security card (or receipt for replacement card). Acceptable forms of employment eligibility verification found on Department of Homeland Security’s website, http://www.uscis.gov/files/form/i-9.pdf.

Email Human Resources for more information or call (580) 745-2162.

Payroll Sign Up Packets

  • Email hr@se.edu for payroll packet via email Adjunct Instructor / Part Time Employee Graduate Assistant (GA) / Resident Assistant (RA) Student Employee (Work Study or Regular)