Frequently Asked Questions

Payroll

  1. When are pay days?
    For timecard users such as part-time or hourly staff, work study employees, classified staff overtime, stipends, etc., please refer to the annual Timecard Schedule Memorandum for pay dates. For permanent employees and adjunct faculty, the monthly pay date is the last District business date of the month.
  2. When are timecards due?
    Please refer to the annual Timecard Schedule Memorandum for pay dates.
  3. Why was I not paid?
    Common reasons why an employee is not paid include the following:
    1. Your position is not properly established in the Banner financial system.
    2. Your supervisor is responsible for submitting a PAF (Personnel Action Form) to Human Resources to establish your position in the Banner financial system before you begin work in the District.
    3. Incomplete or late timecards. Supervisors must ensure timecards are complete and must submit timecards by the due date.
    4. Incorrect timecards. Position data stated on the timecard such as position ID number, FOAP (Fund, Organization, Account, Program), and pay rate must match the position data in Banner as entered by Human Resources.
    5. Missing Authorization for Overtime forms.
  4. Why did I not receive my overtime earnings?
    Per Administrative Procedure 7234, upon determination of the necessity for paid overtime as approved by the supervisor, proper approvals will be obtained on the Authorization for Overtime form. The Payroll Department must receive a properly completed Authorization for Overtime form to match (or accompany) the overtime timecard in advance of processing overtime earnings for payment.
  5. What do I do if I think my earnings are incorrect?
    Contact the Human Resources Department for any earnings discrepancies. The Human Resources Department authorizes earnings and the Payroll Department processes authorized earnings. All staff, supervisors, and managers are responsible for reviewing employee earnings and bringing any positive or negative discrepancies to the attention of the Human Resources Department.
  6. What do I do if I think my deductions are incorrect?
    Contact the Payroll Department for any deductions discrepancies and the payroll group will research your inquiry. The Payroll Department inputs employee income tax withholding elections and other payroll/benefit deductions. Employees should promptly notify the Payroll Department regarding any payroll deduction question.
  7. How do I change my federal or state income tax withholding?
    Complete the appropriate Federal and/or California withholding allowance certificates.
  8. My payroll check is lost, damaged or destroyed. What do I do?
    Please contact the designated payroll representative in the Fiscal Services Department. We mail payroll checks and payroll direct deposit advices to arrive on the actual pay date. You’ll want to wait a few days to make sure your payroll check is not delayed in the U.S. Mail. The District encourages direct deposit to avoid lost, damaged, or destroyed payroll checks.

    If your live payroll check is lost, damaged, or destroyed, then contact the Payroll Department for a Declaration to Obtain Duplicate of Lost or Destroyed Warrant form. Your payroll representative will assist you with information needed to complete this form. Once the employee completes this form, the Payroll Department will submit a stop payment request on the original warrant (check) to our bank. Replacing a lost, damaged, or destroyed warrant (check) may take several days to complete. The College of Marin must receive confirmation that the original payroll warrant (check) has been voided by our bank before we re-issue a replacement check.
  9. How do I enroll in, change, or terminate direct deposit?
    The District encourages enrollment in payroll direct deposit, which is available to all employees. Direct deposit is safe, timely, and avoids lost paper checks. In addition, direct deposit saves time by avoiding errands to the bank. Complete a Payroll Direct Deposit Enrollment Authorization form to enroll in, change, or terminate your direct deposit information.

    Should you alter your bank account information, you will need to submit a new Payroll Direct Deposit Enrollment Authorization to establish direct deposit for your new bank account.

    You should terminate an established direct deposit enrollment before closing the associated bank account(s) by completing a Payroll Direct Deposit Enrollment Authorization form.
  10. I did not receive my direct deposit. What do I do?
    Direct Deposit only takes effect after a successful “pre-note” notification. A pre-note is a zero-dollar transmission to test the validity of your bank account number(s). Payroll will not transmit an actual direct deposit until we have first completed a successful pre-note transmission to your financial institution(s).

    Problems with direct deposit result from changes in an employee’s bank information without proper advance notice to the Payroll Department. Contact the Payroll Department for any direct deposit questions. Should you alter your bank account information, you will need to submit a new Payroll Direct Deposit Enrollment Authorization to establish direct deposit for your new bank account.

    You should terminate an established direct deposit enrollment before closing the associated bank account(s) by completing a Payroll Direct Deposit Enrollment Authorization form. If you close your bank account before notifying the Payroll Department, then your financial institution(s) should return the direct deposit funds to the College of Marin since your financial institution cannot post a deposit to a closed account. The College of Marin must receive the returned direct deposit funds from your financial institution(s) before we re-issue the payment in the form of a live check.
  11. What are my vacation and sick leave balances?
    Please contact the designated Human Resources personnel who tracks employee vacation and sick leave balances.
  12. How do I add, delete, or change my employee benefits or dependent information?
    Contact the Human Resources Department for benefit enrollment forms to add, delete or change dependent information.
  13. How do I change my personal address on file with the District?
    Submit a change of address notice directly to the Human Resources Department to update your address on file with the District.
  14. How do I complete a PAF (Personnel Action Form) for my staff?
    The Human Recourses Department will guide supervisors and managers through completing PAF forms. Accountants in the Fiscal Services Department will provide guidance on the expenditure FOAP (Fund-Organization-Account-Program) coding.