Student Payroll FAQs


1. If my timecard is not approved by the deadline, will I still get my paycheck on time?
No, you will not receive a paycheck on payday. In order to be paid these hours, your supervisor will need to approve the hours recorded in eTime and then send an e-mail to payroll@valdosta.edu stating that the timecard has been approved. These hours will be paid on the next payday. If hours are not recorded in eTime, your supervisor will need to contact the payroll office for instructions on how to submit your hours.

2. Will a reminder be sent out when timecards are due?
This is not guaranteed; the payroll department will typically send out reminders on Friday mornings, but the reminders are sent to the listserv so they may not be distributed in a timely manner. Please set a personal reminder on your calendar. Also all of the due dates are listed on the monthly payroll calendar and the yearly payroll calendar.


3. If my paycheck contains an error made by the Payroll department, will I get a replacement check the same day?
Errors reported by 10 a.m. on payroll day will be corrected the next working day. The next replacement day will be the 3rd working day after a payroll day. If not reported by the 3rd working day, the correction will be made on the next payroll cycle. If the error is less than $100, the correction will be made on the next payroll cycle.

4. My check was stolen. Can you prepare another one for me?
If your check has been stolen, we must first place a stop payment order on the check. We must then wait to verify that the check has not cleared the bank before we can replace it. The stop payment and replacement process takes 3-5 business days. You will also be required to enroll in direct deposit to prevent this from happening again. In order to start this process please complete the Stop Payment Request form located above.

5. How do I know if the tax deductions are correct? How do I make changes to my Federal and State deductions?
Your tax deductions are printed on your payroll advice or check stub. Generally, the number of allowances you claim and your filing status determine your deduction amount. We are not tax practitioners, but will help you with any questions you may have. You can change your federal withholding form in ADP Self Service or complete a new W-4 and submit it to the payroll office. You must complete a new G-4 to change your state withholding.

6. Can I have my paycheck direct deposited?
Yes, direct deposit is mandatory for all employees of Valdosta State University per the Board of Regents. You must complete a direct deposit enrollment form and attach a voided check or a direct deposit enrollment form from your bank. Your information will prenote (be tested) on the next pay cycle and, if successful, will take effect 10 days later. This typically takes two biweekly payroll cycles or one monthly payroll cycle. If you do not have a bank account, you will need to enroll in the Total Pay Card Program by completing the enrollment form and submitting it to our payroll office. Pay advices may be viewed in ADP Self Service as they will not be mailed.

7. Do I need to come into the Payroll Office to be set-up on Payroll?
No, new student employees should visit the Student Employment Office in Langdale Hall and all other new employees must be set up through the Human Resources Department which is located in the University Center, Entrance #5.

8. Why wasn't I paid for my overtime?
You will be paid time and a half for each hour which exceeds your scheduled number of work hours each week. If you have used sick leave, annual leave, or holiday time in order to accumulate excess hours, it will be paid straight time.

9. It is payday and I did not receive my paycheck in the mail?
Check your pay statement copy in ADP Self Service to verify the address the check was mailed to. If the address is correct, we must wait 5 business days before a stop payment can be placed on the check. After 5 business days, please complete the stop payment request form and submit it to the payroll office. If the address is not correct, we must wait 5 business days before a stop payment can be placed on the check and to allow the check time to be returned to the payroll office. You will be required to enroll in direct deposit to prevent this from happening again.


10. If I change my address with the Registrar's office, do I have to notify Payroll also?
Yes, the payroll system is separate from the banner student system so please notify payroll of any address or name changes.


11. I closed my bank account and did not notify Payroll, what do I do now?
If the account is closed, the bank typically returns the funds to VSU within 3 to 5 business days. Once the funds are received, you will be notified and the funds will be included in your next payroll check. Sometimes the bank reopens the account and applies the funds; please always contact the bank first to see what action they are going to take. Also, remember to change your direct deposit on ADP Self Service or contact the payroll office to remove the closed account.

12. How do I access my pay advice?
Pay advices can be found on the ADP Self Service Portal. Once logged in, click on the Pay & Taxes tab at the top of the screen and then select Pay Statements. The page will display 10 pay statements at a time so please use the scroll buttons located above the pay date column to search for pay advice.


13. I did not receive my 2009 W-2.
Your W-2 form is available on the ADP Self Service portal. Once logged in, click on the Pay & Taxes tab at the top of the screen, then select Annual Statements and a link will appear for your W-2. This W-2 will be available for 3 years and then you will need to contact the Shared Services Center to obtain this information.

14. How do I get a copy of previous W-2 forms?
In order to obtain a copy of a W-2 for calendar year 2008 or previous, please complete the W-2 Request form and submit it to the Payroll office. Reprints are processed once per month at the discretion of the Payroll office. Please note that you can also contact the IRS for this information. 

15. I am no longer employed at Valdosta State University; how would I obtain my W-2?
You will need to register for ADP; please follow the instructions above labeled How to register and add eTime – please do not complete the steps to add eTime. Once registered, you will be able to log into the ADP Self Service portal. Once logged in, click on the Pay & Taxes tab at the top of the screen, then select Annual Statements. Select the appropriate link for the W-2 you would like to view. Each W-2 will be available for 3 years and then you will need to contact the payroll office to obtain a copy. If you have any problems with this process, please contact the Shared Services Center at 1-855-214-2644.

16. I am locked out of ADP; how do I reset my password?
Please contact the Shared Services Center at 1-855-214-2644 or helpdesk@ssc.usg.edu

If you have any questions, please email Jamae Flint at jkflint@valdosta.edu or call us at (229) 333-5708.