Payroll

If not enrolled in Direct Deposit, paychecks will be mailed to the address listed in your employee profile. Important Payroll note: Faculty and classified employees are paid at the end of each month or last working day of the month. Student Workers and Short term hourly employees are paid the 15th of each month, or if the 15th falls on a weekend, you will be paid the Friday before the 15th.

You can find your pay stub in Self Service Banner (SSB). It is a great tool to view your pay stubs, W-2 form, W-4 exemption allowances, hourly rate, leave balances, etc. It gives you the flexibility to view your pay information 24/7, and puts you in the driver’s seat of your own payroll information.

Yes, it is recommended that you complete both forms. The forms are available on the payroll website on the forms tab. Your Fed W-4 and State DE 4 form should be completed at time of hire. You can also change your withholdings during the calendar year. Important Payroll Note: It is important to address each question on your Fed and State forms. Absent information may delay processing.

https://www.irs.gov/publications/p15

https://www.irs.gov/individuals/tax-withholding-estimator

Contact your Admin Specialist. Here are some questions to ask your Admin Specialist to ensure payment.

Important Payroll Note: If the Stipend Contract/Agreement is not HR approved the Stipend invoice will not be paid until complete. If the stipend invoice was submitted/received in payroll after the payroll due date, it will be processed the next qualifying pay period.

First, double check your pay stub. Often times the first review of the overtime hours on your pay stub was overlooked! After double checking you find that you were not paid, contact your direct supervisor/manager or last approver and ask WHEN the timesheet was submitted to PAYROLL.
Important Payroll Note: If the timesheet was submitted/received in payroll after the payroll due date, it will be processed the next qualifying pay period. ALWAYS keep a copy of your overtime timesheet as supporting documentation until the timesheet is paid. This will help in your research of unpaid overtime hours.

Contact your Admin Specialist. However prior to doing so, please review your pay stub in Self Service Banner (SSB). There may have been a change to your load (increase or decrease) that would change the gross amount of your assignment.

If you did not receive your check and it has been seven (7) days or more, you must complete, in full, a “Replacement Payroll Check and Cancellation” Request form. Be sure to indicate if the replacement check will be picked up or mailed. If your mailing address is different than the address currently on file, you must complete an Address Change form and submit to Human Resources. Once your replacement check form has been completed, (signed and dated) submit the form to payroll. Your replacement check will take approximately five (5) business days to process.

To initiate the direct deposit set up, fill out the direct deposit form, attach a voided check and submit to payroll via interoffice mail, in person or via USPS mail. DO NOT SEND SENSITIVE INFORMATION THRU EMAIL. The direct deposit will be “pre-noted” for approximately one pay period. This is a dry run to ensure a successful account validation. During the pre-note period, employees will receive a paper paycheck that can be picked up from WVC from 11am-2pm on pay day. If the bank detects no errors, the next paycheck will be electronically transferred to your banking institution as indicated on your direct deposit form.

Once the direct deposit form is filled out correctly with a voided check attached, the direct deposit will be “pre-noted” for approximately one pay period. This is a dry run to ensure a successful account validation. During the pre-note period, employees will receive a paper paycheck.

Mileage, Travel expenses etc., should be sent to Accounts Payable. You can initiate the direct deposit set up for Mileage/Reimbursement thru Accounts Payables.

Student workers/Short Term Hourly employees can find thier G# on your NOE new hire paper work on the top right hand corner. FT and Hourly employees can find the G# on the back side of your badge, and Self Service Banner (SSB)log in screen “Find my ID number”. Students can also use the Student ID finder

Faculty at Mission College

• Ruth Nadig 408-741-2061 Send email to Ruth Nadig
• Sara Hernandez 408-741-2440 Send email to Sara Hernandez

Faculty at West Valley College

• Tina Leech 408-741-2653 Send email to Tina Leech
• Sara Hernandez 408-741-2440 Send email to Sara Hernandez

Classified, Confidential, Supervisor and POA Employee Questions

• Rose Schulz 408-741-2161 Send email to Rose Schultz

Administrator Questions

• Ryan Ng 408-741-2171 Send email to Ryan Ng

Leaves, Banked Leave, Workers Compensation Questions

• Quyen Lenshoek 408-741-2128 Send email to Quyen Lenshoek

Health Benefits Questions

• Tracey Frizzell 408-741-2168 Send email to Tracey Frizzell

Student Workers, Short-Term Hourly Employees and Volunteer Questions

• Gina Venn 408-741-2146 Send email to Gina Venn

Faculty Union Contract Questions

• Kate Disney, WVMFT President Send email to Kate Disney

Important Note: Final Pay, Resignation, Termination, Retirement or Death Contact Human Resources immediately for instructions. All terminations must be reviewed with Human Resources prior to the actual termination date in order to assure timely distribution of final pay.

If you are a permanent employee, you are paid at the end of the month (aka EM payroll).

• End of Month Employees are FT and PT Faculty, Classified, POA and Administrators. The pay period for timesheets is the 16th thru the 15th of each month and must be turned into payroll on or before the payroll due date.

If you are a Short Term Hourly employee or Student Worker you are paid on the 15th of each month (aka MM payroll and Web Time Entry employees).

• Short Term Hourly and Student Worker employees must enter hours worked into Web time Entry Self Service Banner (SSB). The pay period is from the 1 – 30/31. If hours are not submitted on or before the deadline, you will be locked out of SSB and unable to submit your hours. You must contact your supervisor and ask him/her for next steps. IMPORTANT PAYROLL NOTE: LATE timesheets will not be paid until the next qualifying pay period. The supervisor deadline is 2 days after your timesheet is submitted. If there are errors on your timesheet, your supervisor will return the timesheet to you for corrections. You must correct and return to your supervisor immediately. If you do not make the correction during the supervisor approver period, he/she will not be able to submit the timesheet to payroll and you will be paid on the next qualifying pay period.

Student workers and short term hourly employees will find their hourly rate on their NOE contract, Pay Stub and Self-Service Banner (SSB).

Your hourly rate can be calculated by taking your “normal” earnings / by the number of hours worked in a month.

• Ex. $5000.00 (monthly normal earnings) / 162.50 = $30.77
• Ex. $5000.00 (monthly normal earnings) / 173.33 = $28.85

Please use the salary schedule (based on your range and step) monthly pay rate to obtain the correct hourly rate.

Gross pay is your earnings before tax and deductions are taken. Net pay is what you receive as income in the form of a check or direct deposit after all employee paid taxes and deductions are subtracted.

An arrears payment is earnings that you should have received in a prior pay period, but are being paid for in the current pay period. If a timesheet is submitted late for the current period, you will be paid in arrears for the timesheet in the next pay period.

A retroactive payment occurs when you receive a salary increase that should have taken effect sometime before the current pay period.

Banner pay stubs will only reflect YTD totals on current overtime earnings. For example, In the current pay period you did not work overtime, your pay stub will be absent of the YTD over time earnings. ALL YTD wages can be found in Self Service Banner (SSB) in the Pay Information tab.

Please contact your Administrative Specialist.

WTE (Web-time Entry) is a web-based time entry system for recording the days and time worked in a given pay period. It is designed to improve accuracy and eliminate loss or delays in paper processing of physical time sheets. The WTE system will allow the employee to log into a secure website and enter the hours online and requires online approval by his/her manager. This system is utilized by all student and short-term classified employees.

To prevent last minute rush to enter hours into WTE, it is highly recommended that you enter hours worked on a daily basis. This action will also allow you to address and resolve any timesheet issues before the deadline. WTE will lock you out of the system after the deadline and will not allow you to enter hours worked for a previous pay period.

Go to the district website and click on My Web Services, under the Employees heading on the right. That will take you to the url below. Use your G# for User ID, and six-digit birthday mmddyy for temp password. You will be prompted to change your password. If you cannot remember password, contact payroll to reset. Also, you can login through the WVM Portal

• Login with G-Number
• Login through Portal with email address

Click on the Employee tab, and then click on the Time Sheet box.

Select the Title, Department, and Pay Period for which you wish to enter hours, and then click the Time Sheet Box. Student worker can only work 18 hours per week with no more than 8 hours per day. SSB does not allow hourly employees to enter overtime.

Enter hours into WTE on a daily basis. This will eliminate the 11th hour rush to enter hours only to find that you are locked out. If locked out, contact your supervisor immediately and ask if your NOE job has ended. If so, your supervisor must submit a revised NOE been to HR. If the NOE has been submitted, your supervisor must contact HR and ask if they are in receipt of the NOE. You will not be able to enter hours until the NOE is updated in Banner. IMPORTANT PAYROLL NOTE: After your NOE has been updated, you must restart your timesheet, but, before restarting you must make note of the hours already entered. After restart, your hours will be deleted from WTE. If attempting to enter hours after the pay period has ended, please contact your supervisor for next steps.

Hit next and the following week should come up if your NOE is active.

Click on the submit button only after all the hours are entered correctly for the pay period.

If you submitted your timesheet in error or need to make a correction, click the “Return Time” button make all corrections, click “Save” then “Submit” again.

Check that you are in the correct job and pay period. If still an error, contact the payroll department.

You must contact your supervisor to enter your hours and/or make corrections.

IMPORTANT NOTE: LATE timesheets will not be paid until the following qualifying pay period.

You must contact your supervisor for next steps. IMPORTANT NOTE: LATE timesheets will not be paid until the following qualifying pay period.

The supervisor approval period is two (2) days after the timesheet is submitted. If errors are found on the employee's timesheet, the supervisor will return the timesheet to the employee for corrections. The employee MUST correct and return to supervisor immediately. If corrections are not completed during the supervisor approval period, the supervisor will not be able to submit the timesheet to payroll. The timesheet will then be considered late and will be paid on the next qualifying pay period.

Log into SSB

Click on employee then click timesheet.

Select the radio button next to "Approve or Acknowledge time". Click on drop down bar next to "Act as Proxy"

In Approver Selection, click on the radio button in "My Choice" and select the department (or orgs) you are assigned, then using the drop down arrow under pay period select the current month pay period.

Log into SSB

Click on the Employee Tab then click on the Leave Balances box