Processing - Office of Fiscal Services

Payroll Processing Procedures & Special Circumstances

Kennesaw State University’s Payroll Services team provides guidance and support for special payroll situations, including dual appointments, off-cycle payments, jury duty, subpoenas, and paycheck reissuance. To ensure accurate and timely processing, employees must follow the outlined procedures and use the designated systems, such as OneUSG, for reporting time and requesting pay-related actions.

Dual Appointment (Joint Staffing)

Please contact [email protected] for the Dual Appointment Agreement Form.

Off-Cycle Checks

Please call Payroll Services for information regarding Off Cycle Checks at (470) 578-6019.

Jury Duty and Subpoenas

Jury Duty

The University encourages employees to fulfill their civic responsibilities by serving jury duty when required. Regular full-time or part-time employees who are summoned to jury duty are granted necessary time off without effective loss of regular pay or fringe benefits. All other employees will be granted necessary time off but will not be paid by the University. Accrual for benefits calculations (such as vacation, sick leave, or holiday benefits) will not be affected during jury duty absence.
Subpoenas

Regular full and part-time employees who have received a subpoena to be a witness in court and are not a party to the legal action will not lose compensation from the University for regularly scheduled hours.

An employee who is a party to the legal action will not receive compensation from the University unless the employee uses available vacation or personal days.
Procedures

Employees must notify their supervisor when summoned for jury duty or when served with a subpoena to appear as a witness in court. The employee must also provide a copy of the subpoena to the supervisor.

Paper Timesheets

The policy of The Board of Regents of the University System of Georgia states that the OneUSG application is the system of record for reporting time worked and leave taken. Therefore, it is the policy of Kennesaw State University that all employees required to submit hours for payment must use the OneUSG application in order for their payroll to be calculated and processed.

Reissue of Checks

In most instances, checks will be reissued for one of the three following reasons:

Payroll receives notification from Shared Services listing employees whose direct deposit has rejected.
Payroll has to pull back (place a stop payment) on a direct deposit due to an overpayment, or an employee notifies payroll that their account has been compromised. If the account has been compromised, an email detailing the situation must be sent to [email protected]. This type of reissue is considered a stop payment reissue so please refer to the Stop Payment procedure for more details.
Employee has not received their paycheck in the mail. Please refer to the Stop Payment procedure for more details.

All reissued checks will be processed and added to the employee’s next available pay.

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