Payroll FAQs

Payroll Direct Deposits are set up in Workday’s Payment Elections Task.  One must either be on a campus computer or accessing Workday via a secure link, if remote (see FGCU’s ITS webpage for information regarding VPN and Pulse Secure), then follow the Payment Election job aid to set up or change banking information. https://eaglefgcu.sharepoint.com/sites/WDTraining/Job%20Aids/Payment-Elections.pdf

W-4s are entered in Workday using the Withholding Elections Task.  Follow the Edit Tax Elections job aid. https://eaglefgcu.sharepoint.com/sites/WDTraining/Job%20Aids/Edit-Tax-Elections.pdf

Payslips can be viewed or printed in Workday’s Pay Application.  Follow the View and Print Payslips job aid. https://eaglefgcu.sharepoint.com/sites/WDTraining/Job%20Aids/View-and-Print-Payslips.pdf

Time off is processed in Workday’s Time & Absence Calendar.  Follow the Time Off job aid. https://eaglefgcu.sharepoint.com/sites/WDTraining/Job%20Aids/Time-Off.pdf

All employees are set to receive an electronic W-2 on myadp.com.  Active employees can access the form via Workday’s Pay Application.  Former employees can access it by logging into myadp.com directly.  All former employees will automatically have a paper W-2 mailed to their address in our system.

Active employees can receive a printed W-2 by changing your Tax Document Printing Elections in Workday.  Follow the Tax Document Printing Election job aid. https://eaglefgcu.sharepoint.com/sites/WDTraining/Job%20Aids/Tax-Document-Printing-Elections.pdf

For detailed instructions on obtaining an electronic W-2, refer to the How to Access an Electronic FGCU W-2 Tax Statement job aid.

https://www.fgcu.edu/adminservices/officeofthecontroller/finance/payroll/how-to-access-w-2-tax-statement.pdf

There are many reasons why you may see a change in taxable wages from one year to the next.  Some examples are: you received a bonus or a taxable prize; your pretax deduction amounts on your health or retirement accounts have changed; or there was an additional pay period in one of the years.  Additional pay periods happen every 10 years in accordance with our payroll schedule.

You can access the University Payroll Guidelines Policy and Payroll Calendars on the Office of the Controller’s website: https://www.fgcu.edu/adminservices/officeofthecontroller/finance/payroll/

Additionally, you can always contact one of the Payroll staff listed on the Office of the Controller’s website or send your question to the following email address – payrolloffice@fgcu.edu.

Florida Gulf Coast University Department of Human Resources determines whether an employee’s position is exempt or non-exempt as outlined by the Fair Labor Standards Act (FLSA).

A non-exempt employee is paid in accordance with the overtime provisions of the FLSA.  Overtime is defined as the hours of actual work over forty in a work week. At FGCU, the work week begins on Sunday and ends on Saturday.

An exempt employee is not eligible for overtime.

No, overtime is defined as the actual hours of work in excess of forty hours during the established workweek, excluding holidays and time off. In the event your supervisor must assign you to work in excess of eight hours in a workday, the supervisor should attempt to alter the remaining work schedule within the current 40-hour workweek to avoid an overtime pay obligation. All hours worked must be compensated, including overtime, when you are not granted equal time off within the same workweek.

The University requires the maintenance of accurate daily records of work time for all Support Personnel (SP) and hourly OPS employees. Your timesheet must document the hours that you actually worked, rather than the hours you are scheduled to work.  It is never acceptable for SP or OPS employees to maintain hours worked “off the books.”

Any agreement between an employee and supervisor to maintain records of hours worked that are not reflected on the timesheet is neither permissible nor condoned by FGCU and should be reported to the Payroll office.

If you are unsure how best to handle this situation, contact Payroll by phone or email.

No, overtime is defined as the actual hours worked over 40 during the established workweek. In this scenario, depending on the situation, you could report one of the following:

• 16 hours of sick pay and 32 hours of regular pay for a total of 48 hours of pay at your regular rate
• 8 hours of annual leave and 32 hours of regular pay for a total of 40 hours of pay at your regular rate

SP employees will earn special compensatory time when the holiday falls on the employee’s regularly scheduled day off, or the employee is required to work the holiday. You should record the hours on your timesheet using the correct Holiday Time Entry Code.  You will receive special compensatory time for those hours according to your approved Timesheet.

Employees who work from 8 a.m. to 5 p.m. are permitted one hour for lunch. The time you take for a meal break is not counted as hours worked, and you should leave your work area during meal breaks. If your supervisor required you to work through lunch, he/she may approve a flexible schedule for the day which would allow you to leave work one hour prior to your normal scheduled time.

Your supervisor determines the scheduled work hours for your job. You are expected to be at your job on time and remain during the established hours. If you are in a non-exempt position, you should not begin work before the established starting time or work after the established quitting time unless it is specifically required and/or authorized in advance by your supervisor.

Your supervisor may allow you to take one 15-minute work break during the first half of your work shift and one 15-minute work break during the second half of your work shift. Work break time, which is considered compensable, cannot be used to make up for late arrival or early departure from work. Employees do not accumulate unused work breaks.

If you are an SP employee, your time sheet should reflect the actual hours worked for the day beginning when you arrived at your desk and rounded to the nearest quarter hour. In this case, you have two options. You could arrange with your supervisor to adjust your work schedule to “make up” the 15 minutes or you should record 7 and ¾ hours on your timesheet for that day.

If you are an OPS or Student employee, you should clock in when you arrive at your desk or begin working, so you are paid accurately for all time spent working.

It is not recommended that you take work home to complete after hours. However, in emergency situations, your supervisor may assign you to do so. In these approved cases, you may enter the hours worked on your time sheet for appropriate compensation.

You may check email from home on a voluntary basis, which is not compensable. If your supervisor requires email to be monitored during non-work hours, with advance supervisory approval, you may enter the hours worked on your time sheet.

Both graduate and undergraduate students are exempt from FICA taxes if they are enrolled in courses at least half-time per semester and not working more than 59 hours per pay period.  FGCU must comply with IRS Revenue Procedure 2005-11, which defines the requirements for the student FICA exemption.  Course load is measured and updated biweekly to be sure add/drop is taken into consideration.  A change to your FICA withholding is due to either working over 59 hours or a change to your credit load in the current semester.

Your manager or department timekeeper should be your first resource, though Payroll staff can also assist in resolving any errors.  

Notifications for unsubmitted time are sent to both your @fgcu.edu staff email and your notifications in Workday on Friday afternoons.  Your timesheet should be submitted at the end of your work week to allow time for your manager to review and approve.  

Login to Workday and update your home (primary) address with the new information via the job aid. For state taxation purposes, your primary address in Workday should be your local Florida address if you are working in Florida.  A secondary mailing address can be set up if needed.  If you are a former FGCU employee, you will need to contact the Human Resources office to change your address.

OASDI is the acronym for Old-Age, Survivors, and Disability Insurance, in other words, Social Security tax withholding.