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Home > Administrative Offices > Finance and Administration > Financial Services > Student Services > Student Payroll > Student Payroll FAQs

Student Payroll

Frequently Asked Questions

1. Where do I go to be set up for new student employment?
Student Employment Services - Langdale Hall (Student Employment). 333-7574

2. Where is my paycheck?
There are a few reasons that you may not have received your paycheck in the current run:

• Employee setup not completed due to forms not being filled out properly by student
• Application was not submitted to payroll before the deadline
• Timecard was not approved by manager before the deadline

3. How do I access my pay advice?
Pay advices can be found on the ADP Self Service portal. Once logged in, click on the Money tab at the top of the screen and then select Pay Statements. If you do not see the advice you are looking for click the previous button.

4. 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 manually add these hours to the current pay period timecard in eTime or send a signed memo to payroll. The memo will need to include name, ADP employee ID number, hours to be paid, pay rate, reason timecard was not approved and supervisor's signature. These hours will be paid on the next payday.

5. If my paycheck contains an error made by the Payroll department, will I get a replacement check the same day?
Errors reported by 11 a.m. on payroll day will be corrected the same 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.

6. I lost my check. Can you prepare another one for me?
If your check has been lost or stolen, we must first place a stop payment order on the check. We must then wait 24-hours to verify that the check has not cleared the bank before we can replace it. You will also be asked to enroll in direct deposit to prevent this from happening again.

7. 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.

8. Can I have my paycheck direct deposited?
Yes, we strongly encourage you to take advantage of direct deposit. 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. Pay advices may be viewed in ADP Self Service as they will not be mailed.

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, please notify the payroll office and the same procedure for a lost check will be followed. You will be asked 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, a new check can be reissued. 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. I did not receive my 2009 W-2.
Your 2009 W-2 form is available on the ADP Self Service portal. Once logged in, click on the Money tab at the top of the screen, then select Annual Statements on the left side of the page and a link will appear for 2009 W-2. This W-2 will be available for 3 years and then you will need to contact the IRS to obtain this information.

13. How do I get a copy of previous W-2 forms?
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.

14. I am no longer employed at Valdosta State University; how would I obtain my 2009 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 Money tab at the top of the screen, then select Annual Statements on the left side of the page and a link will appear for 2009 W-2. This W-2 will be available for 3 years and then you will need to contact the IRS to obtain this information.

15. I am locked out of ADP; how do I reset my password?
Please send an email to payroll@valdosta.edu containing your name and ADP employee ID number requesting that your password be reset. Once payroll receives the email, the request will be sent to USG Shared Services Center and you will receive an email with a temporary password. Once logged in using the temporary password, you will be asked to change the password.

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