Faculty & Staff Payroll
WSU employees are paid biweekly in accordance with the State of Minnesota’s employee payroll calendar.
Payroll services are provided by the Minnesota State Service Center. Contact WSU Human Resources with payroll questions and watch for payroll-related announcements via employee email.
The State of Minnesota Employee Self Service portal allows employees to access their paystubs, W-2, W-4, direct deposit, voluntary retirement elections, 1095-C and benefit enrollment information. Your user ID is your SEMA-4/State ID number.
Review the Self Service Reference Help (PDF) for more details.
Employee time and leave reporting must be completed within Workday.
Electronic timesheets do not replace the regular communication between employees and supervisors regarding their schedule, work time, overtime, and time off.
All Employees (Except IFO Faculty)
Employees that have an FLSA status of non-exempt are responsible for accurate and timely reporting of time worked and leave time taken.
Employee-approved timesheets are due bi-weekly on the Friday morning before a pay period end date.
Deadlines for specific pay periods may change if a Holiday affects Payroll’s processing time. HR will communicate to campus via email when that occurs.
Timesheet “lockout” will occur Tuesday of the pay period end until Wednesday at midnight. Once lockout occurs, changes can only be made again starting Wednesday at midnight. Changes made after the lockout may not be processed for payment until following pay period.
IFO Faculty
IFO faculty complete electronic leave requests as necessary in Workday.
Supervisors are responsible for the submission of their employees’ timesheets. Supervisors will review and approve the time reported for accuracy, completeness, and adherence with collective bargaining agreements before submitting to payroll.
Supervisor-approved timesheets are due the Monday morning of a pay period end date. If needed, supervisors may submit timesheets on their employee’s behalf to ensure timely payment.
Supervisors are responsible for delegating to an alternate supervisor in their absence via Workday.
Deadlines for specific pay periods may change if a Holiday affects Payroll’s processing time. HR will communicate to campus via email when that occurs.
Timesheet “lockout” will occur Tuesday of the pay period end until Wednesday at midnight. Once lockout occurs, changes can only be made again starting Wednesday at midnight. Changes made after the lockout may not be processed for payment until following pay period.
Supervisors provide electronic timesheet training to new employees, including all technological skills necessary.
Notify Human Resources if you think an employee may be eligible for FMLA and may have a FMLA qualifying event.
Supervisor-approved timesheets are due by 9am Monday before the pay period end date of Tuesday.
Timesheet approval may go to the next level supervisor if necessary.
Timesheet “lockout” will occur at the biweekly deadline.
Once lockout occurs, changes can only be made by submitting an Employee Timesheet Unlock Request available on the Minnesota State Employee Home dashboard.
A Minnesota State Service Center payroll staff member will unlock the timesheet, allowing the employee to enter change and supervisor to approve the change.
Timesheet Code Guide
Timesheets provide statewide coding choices. The use of certain codes may vary depending on your collective bargaining unit.
Work Schedules
- REG | Regular Pay – Hourly
- S65 | Shift Differential $0.65
- S22 | Shift Differential $2.25
Leave Requests
- VAC | Vacation Leave
- SIK | Sick Leave
- FLH | Floating Holiday
- CT1 | Comp Time Taken
- HOL | Holiday is system generated and does not require leave request
Notify Human Resources promptly for other leave requests such as:
- Family Medical Leave
- Jury Duty Leave
- Military Leave
- Unpaid Leave
Overtime Requests
- OT1 | Cash Overtime at Straight Time
- CE1 | Comp Time Overtime at Straight Time
- OTR | Cash Overtime at Time and a Half
- C15 | Comp Time Overtime at Time and a Half
Work with your supervisor to determine the correct overtime code.
Y65 and Y22 are Overtime Shift Differential codes that can only be added by the Payroll Service Center. Use the comments section of your timesheet to make the request and it will be manually added.
Holiday pay eligibility and calculation is based on adherence with collective bargaining agreements. Contact HR with questions.
Employees must be in “pay status” the scheduled work day before and the scheduled work day after the holiday to receive holiday pay.
Pay status means working, taking vacation, sick leave, comp time or other paid leave.
Temporary MAPE employees are not eligible for holiday pay.
Temporary AFSCME employees are eligible for holiday pay only if their assignment exceeds 67 working days.
All part-time employees have their holiday pay prorated according to the terms of the applicable bargaining unit.
Calculating AFSCME and MAPE employees requires averaging the hours the employee worked over the last 3 pay periods (not including the current pay period) and referring to the appropriate appendix.
Enter the hours used to calculate average in the Comment section of eTimesheet
For example:
- Pay period 1: 48 hours worked
- Pay period 2: 62 hours worked
- Pay period 3: 58 hours worked
- Average Hours: 168 hours divided by 3 pay periods = 56 hours average
You would use the timesheet comments section to note: 48+62+58=56 average.
Calculating MNA and MMA employees requires referring only to the hours worked in the current pay period containing the holiday.
- HOL | holiday
- OTR | cash overtime paid at time and a half
- C15 | comp overtime banked at time and a half
- HVC | non-pay hours banked to vacation at straight time
- HCT | non-pay hours banked to comp time at straight time
If holiday falls on scheduled day off, hours are banked to vacation or comp time. List eligible holiday hours as HVC or HCT.
If an employee works holiday and wants to observe holiday at a later time, holiday hours are added to vacation or comp time bank. The hours actually worked code as OTR and list eligible holiday hours as HVC or HCT.
If an employee works the holiday and does not want to observe the holiday on another day, overtime hours are either cash overtime or comp overtime. List eligible holiday hours as HOL and list hours worked as OTR or C15.
All employees should enter overtime accurately and in accordance with their collective bargaining agreements.
- Refer to bargaining labor contracts for overtime eligibility (Work week is Wednesday through Tuesday)
- Determine if overtime qualifies for payment at straight time or time and a half
- Report actual hours worked (do not convert to time and a half)
- Cash overtime will be charged to employee’s home cost center unless a different cost center is specified in the Reasons/Comments section of Request Leave/OT screen. Specifying an alternate cost center is not an option for comp overtime.
- If working a flex schedule that does not result in overtime, edit Timesheet and specify “Flex” in the Add New Comments section
Supervisors are responsible for reviewing employee timesheets for accuracy and adherence before submitting to payroll.
Comp Time: C15 (time and a half)
Cash Overtime: OTR (time and a half)
AFSCME employees at WSU will be compensated at the rate of time and one-half (1-1/2) for overtime hours.
Part-time employees whose established work day is less than 8 hours shall not be considered to be working overtime until having completed 8 hours of work.
Refer to Article 6, Section 2 of the contract.
Comp Time: CE1 (straight time) or C15 (time and a half)
Cash Overtime: OT1 (straight time) or OTR (time and a half)
Factors to Consider
- Is the employee exempt or non-exempt?
All MAPE employees at WSU are non-exempt except for those in the ITS 4 classification:
- Non-Exempt Employees: refer to Question 2
- Exempt employees (ITS 4): straight time for hours worked in excess of 80 hours in a pay period
- Has the employee worked (performed regular hours of work, not including any paid leave) more than 40 hours in the 7-day work period? (Wednesday-Tuesday)
- If yes: Overtime is applicable at the rate of time and a half
- If no: Refer to Question 3
- Did the employee take any paid leave (sick, vacation, or holiday)?
- If yes: Refer to Question 4
- If no: Overtime is not applicable
- Is the employee’s salary range max rate lower than the max rate of the 7L range? (Refer to MAPE contract Appendix F Comp Code column)
- If yes: Paid leave is counted as “hours worked” so overtime at the rate of time and a half is applicable
- If no: Paid leave is not counted as “hours worked”. When adding the hours actually worked plus the additional hours:
- Any hours over 40: overtime is applicable at the rate of time and a half
- Total hours are less than 40: straight time
For those classifications with salary range max rates equal to or greater than 7L, do not count paid leaves as hours worked.
Refer to Article 27, Sections 2 (Non-Exempt) and 3 (Exempt).
Comp Time: CE1 (straight time) or C15 (time and a half)
Cash Overtime: OT1 (straight time) or OTR (time and a half)
Factors to Consider
All MMA employees at WSU are assigned to Progression Code 1 except for the classifications:
- Building Services Supervisor
- Office Services Supervisor 1
Refer to MMA contract Appendix F Progression Code Column:
- If the employee is assigned Progression Code 1: all hours worked in excess of 80 hours in a pay period are paid as straight time.
- If the employee is assigned Progression Code 2: all hours worked in excess of 40 hours in a week, including paid leaves, (sick, vacation, holiday and comp time), are paid at the rate of time and a half.
Refer to Article 11, Section 1-C.
Comp Time: CE1 (straight time)
Cash Overtime:OT1 (straight time)
MNA employees at WSU will always be compensated at the rate of straight time for hours worked in excess of the normal work period.
Refer to Article 4, Section 7 of the contract.