Payroll

Employees who are paid hourly rates are paid on the bi-weekly payroll.

• All bi-weekly employees are responsible for reporting their time.
• Most bi-weekly employees report their time by electronic time entry on MyJaxState.
• All bi-weekly employees must clock in and clock out every day they work. Instructions for Clocking In and Out  (View the 7-Minute Rounding Rule Quick Guide)
• At the end of every pay period, all timesheets must be submitted and then approved by each employee’s supervisor.
• The Payroll Office cannot process an incomplete timesheet, so it is imperative that the published deadlines for submission and approval are followed to ensure accurate and prompt payment.
• When an employee takes time off for any reason, an Electronic Leave Request Form must be completed by the employee and approved by their supervisor and/or a Human Resources representative. Leave must be reported on BOTH the timesheet AND the Leave Request Form.
• Employees on the bi-weekly payroll are paid every other Friday. Pay dates can be found on our Payroll Calendar.

If you need assistance, please don’t hesitate to contact us. 

Employees who are salaried are paid on the monthly payroll, as well as those with adjunct contracts and certain students.

• Most monthly employees (with the exception of faculty*) report their leave by electronic time entry on MyJaxState. Instructions for Timesheet Reporting
• Monthly employees are considered at work unless some type of leave or other exception is reported; therefore, instead of hours worked, monthly employees only report leave taken on their timesheets.
• For every pay period, all timesheets must be submitted and then approved by each employee’s supervisor.
• The Payroll Office cannot process an incomplete timesheet, so it is imperative that the published deadlines for submission and approval are followed to ensure accurate and prompt payment.
• When an employee takes time off for any reason, an Electronic Leave Request Form must be completed by the employee and approved by their supervisor and/or a Human Resources representative. Leave must be reported on BOTH the timesheet AND the Leave Request Form.
• Employees on the monthly payroll are paid on the first banking business day of every month. Pay dates can be found on our Payroll Calendar.

*Faculty members currently do not have access to electronic time entry. Instead, a timesheet is emailed from the Payroll Office to each Department Head every month so that any leave taken will be reported.

Employees with adjunct contracts do not accrue leave and therefore do not have to report leave via electronic time entry.

If you need assistance, please don’t hesitate to contact us. 

Student employees with employment contracts that are paid an hourly rate are paid on the bi-weekly payroll.

These include:

• Federal Work Study contracts
• Some University Student Assistant and
• Graduate Assistant contracts.

Students are responsible for reporting their time by clocking in and clocking out via electronic time entry on MyJaxState and follow the same deadlines as other bi-weekly employees.  Instructions for Clocking In and Out  (View the 7-Minute Rounding Rule Quick Guide)

Student employees with employment contracts that are paid a stipend/flat amount are paid on the monthly payroll.

These include:

• Some University Student Assistant contracts and
• Graduate Teaching Assistant contracts.

Students are responsible for reporting their time on their electronic timesheet that is accessed via MyJaxState. Students on monthly payroll only need to report 1 hour on 1 day of the month on their electronic timesheets. The Payroll Office does not need a record of hours worked each day since these students are not paid an hourly rate. Students are to follow the same deadlines as other monthly employees. Instructions for Timesheet Reporting 

If you need assistance, please don’t hesitate to contact us.