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The Bulldog - For the SWOSU Family

One Page Guide to Payroll

Payroll Procedure - Faculty & Administrators

  • Faculty and Administrators’ paystubs can be accessed online. Please see “Payroll Check Stub Directions” to pull and print a paystub. Paper checks will be mailed to the current address on file unless other arrangements have been made by Human Resources.
  • 9-month Faculty members are paid in 12 monthly payments (Aug. – June). They will receive 2 paychecks on June 30. 12-month Faculty members are paid in 12 monthly payments (July – June).
  • Summer School Checks will be paid in two checks in June and July with no benefit deductions.  Faculty that work either June or July will be paid in the month they work.
  • Administrators are paid 12 monthly payments during the year (July - June). 
  • Faculty members and Administrators should contact the Human Resources Office for address, tax sheltered annuity, health, vision, dental, life and/or other voluntary insurance changes. 
  • Faculty members and administrators make changes to their W-4s and/or direct deposit in Etrieve.
  • A Graduate Assistant (GA) will be paid in 10 payments (Aug – May) if the employee starts August 1st. Graduate Assistant (GA) hired mid-August or later will be paid in 9 payments (Sept - May). The GA will be considered FICA EXEMPT if enrolled in a minimum of 3 credit hours with a teaching load of 3 to 6 credit hours or if the GA is providing the university with an equivalent amount of professional service during a regular term and their hours worked do not exceed an average of 20 hours a week.
  • Adjunct pay for the fall semester will be paid in 4 payments (Sept. - Dec.). Adjunct pay for the spring semester will be paid in 4 payments (Feb. - May).
  • Extra Pay and Overload pay for fall semester will be paid in 4 payments (Sept. – Dec.) Extra Pay and Overload pay for spring semester will be paid in 4 payments (Feb. – May).
  • Faculty Payroll Forms are due in the Human Resource Office by the 1st of the month to be eligible for the current months’ payroll. The Pay Action Form for faculty should be signed by the Employee, Budget Unit Head, Associate Dean (if applicable), Dean of the school, Provost, Vice President of Administration and Finance, and Human Resources. 

Payroll Procedures - Staff

  • Staff are either paid on a monthly salary or by the hour as indicated on the Pay Action Form.   Time records are to be turned in through Etrieve for salaried staff and single sign-on for hourly staff. Paystubs can be accessed online.  Please see “Payroll Check Stub Directions” to pull and print a paystub. Paper checks will be mailed to the current address on file unless other arrangements have been made by Human Resources.

Payroll Procedures - Student Employees

  • A Pay Action Form should be completed by the department head, chair or supervisor for new employment, change of employment, or termination of employment of a student employee through Etrieve.
  • An individual shall be considered a student employee if they are enrolled in at least one credit hour during a regular term and one credit hour during a summer term.  Concurrent students are generally not eligible for student employment.
  • A student will be considered FICA Exempt if they are enrolled in a minimum of 6 credit hours during a regular term and 3 credit hours during a summer term and their hours worked do not exceed an average of 20 hours a week during the fall and spring semesters. Students may work up to 40 hours during the summer term and still be FICA Exempt as long as they are enrolled in a minimum of 3 credit hours.
  • A Graduate Student will be considered FICA Exempt if they are enrolled in a minimum of 3 credit hours during a regular term and a minimum of 3 credit hours during a summer term and their hours worked do not exceed an average of 20 hours a week. Graduate Students may also work up to 40 hours during the summer term and still be FICA Exempt as long as they are enrolled in a minimum of 3 credit hours.
  • Students are paid for a pay period of a calendar month with payday being the 12th of the following month. Paystubs can be accessed online. Please see “Payroll Check Stub Directions” to pull and print a paystub. Paper checks can be picked up at the Cashier’s window at the Bursar’s Office.

Payroll Procedures - For All Employees

  • All employees are required to meet with HR on or before their first day of work to complete employment paperwork. Employees are required to have a copy of their social security card on file for payroll purposes.
  • Call the Payroll Office 774-3224, 774-3221 or 774-7048, for any payroll related questions. The Payroll Office is located in Room 112 of the Administration Building.

02/2022