Payroll Procedures

Kennesaw State's payroll procedures ensure employees are compensated accurately and on time while complying with University System of Georgia policies. This section outlines key information on time reporting, direct deposit, jury duty, overpayments, off-cycle checks, and payment options to the Bursar. Use these guidelines to navigate payroll processes smoothly and reach out to Payroll Services or HR for further assistance.

  • Please contact hr@kennesaw.edu for the Dual Appointment Agreement Form.

  • 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.

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

  • 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 payroll@kennesaw.edu. 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.

  • The Student Account Suite is available 24/7 through the “Pay Here” buttons located on the Bursar’s Office website or via Owl Express. Web checks from checking or savings accounts are accepted. Upon verification of your routing and account information, your payment will be posted immediately. MasterCard, VISA, American Express or Discover are also accepted, although a 2.75% convenience fee will apply. Follow all Web payment instructions for verification of your card numbers. If your credit card is approved, your fees will be charged immediately.

    When accessing Owl Express you should:

    • Log in using your Net ID and password
    • Select "Employee Services"
    • Click “View Account or Pay Online”
    • This will bring you to the login page of Student Account Suite.

    When accessing the Student Account Suite, you should:

    • Log in using your Net ID and password
    • Click on “View Account Activity”
    • Click on the drop down menu to choose the appropriate term and click “GO”
    • Review the activity and then click the “Make a Payment” button near the bottom of the screen
    • Select the Pay by term and enter the amount to be paid
    • Select Continue
    • Choose your payment method and follow the remaining prompts to complete the transaction.

    U.S. Mail
    You may mail your check (no cash) along with your online statement to:

    Kennesaw State University
    Attn: Bursar’s Office MB0503
    395 Cobb Avenue
    Kennesaw, GA 30144

    Please make sure to put your KSU # on your check.

    Drop Box
    If you are on campus, a drop box has been provided for payment outside the Bursar’s Office, Student Center, Room 233. Pre-addressed envelopes are provided for your convenience as well. Please put your check (no cash) along with your on-line statement in an envelope and deposit it in the drop box.

    Walk-In
    You may bring your payment to the Bursar’s Office in Room 233 of the Student Center at Kennesaw Campus. At the Marietta Campus, the Bursar's Office is located in R2 in Norton Hall. Both locations are open from 8:00 a.m. until 5:00 p.m., Monday through Friday. The Bursar’s Office accepts cash, money orders, and checks.

  • Stop payments will be processed for one of the following reasons:

    • Payroll Services has to pull back (place a stop payment) on a direct deposit.

    • Employee has not received their paycheck in the mail. Pull backs/stop payments on direct deposits can only be done within 5 business days of the pay check date, and require an email be sent to payroll@kennesaw.edu detailing the reason for the request.

    • If Payroll Services has to pull back (place a stop payment) on a direct deposit, a replacement check will be scheduled on the next off-cycle check processing date after all monies have been returned to Kennesaw State University. Monies pulled back from a direct deposit can take up to a week to be returned

    Wednesday - Payroll Services receives an email from an employee stating that their bank account has been compromised, and they would like their direct deposit stopped for Friday’s check date.

    Wednesday – Payroll Services places a stop payment on/pulls back the direct deposit.

    Monday – Payroll Services receives notification that the direct deposit monies have been returned to Kennesaw State University.

    Friday – Payroll Services processes a replacement check since this is the next scheduled off-cycle check run date.

    Stop payments on actual checks can be processed after the 5 business days waiting period from the pay date has expired, and after the required email has been sent to payroll @kennesaw.edu detailing the reason for the request. Stop payments on checks usually take 24-48 hours from the date of the request.

    If Payroll Services has to stop payment on a check, a replacement check will be scheduled on the next off-cycle check processing date after completion of the stop payment.  All reissued checks will be processed as off-cycle checks and follow the guidelines and processing dates detailed under the Off-Cycle Check procedure.

    Friday – Biweekly pay date

    The following Friday – The 5 business day waiting period has expired, and Payroll Services receives an email from an employee stating they have not received the check for last Friday’s check date.

    Friday – Payroll Services does an inquiry on the check to ensure it has not been cashed then places a stop payment.

    Monday – Payroll Services receives notification that the stop payment has run to completion.

    Friday – Payroll Services processes the net amount of a separate check in the next bi-weekly pay run. 

    **Note: The employee must set up a direct deposit account before the next pay. 

 

Faculty Payroll

Timely and accurate faculty payroll processing is essential at KSU. Departments are responsible for submitting completed payroll workbooks by the published deadlines each term. We help to provide guidance on workbook completion, amendment procedures, and important dates for both full-time and part-time faculty payroll. Please consult your Academic Affairs Coordinator for support and attend scheduled workshops to ensure compliance and accuracy.

  • The Spring payroll workbooks have been provided to the Departments.  The workbooks are due back to Payroll Services - payroll@kennesaw.edu no later than 5:00 p.m., Tuesday, December 3, 2019.

    If you have any questions or need assistance with your department workbook, please contact your Academic Affairs Coordinator.

    General Workbook Completion Guidance

    • Items that are required are highlighted.
      • If workbooks are submitted incomplete, they will be returned.
    • Workbooks are due back to Payroll Services – payroll@kennesaw.edu  no later than 5:00 p.m. on 12/3/2019.
    • Comments should be descriptive and complete.
    • If you are adding a new faculty member – use their legal name (last name, first name). Do not use nicknames, shortened names, or “preferred names”.
    • Always use the next blank row when adding assignments.
    • Non-Instructional Workbook – Leave ‘OK to Pay’ blank if no payment is being made.  You do not need to mark each line with ‘N’.
    • Once your workbook has been submitted:
      • Do not submit a ‘corrected’ workbook.
      • All changes must be processed using a Payroll Amendment.

    Helpful Workbook Information

    • Update your workbooks when you send in an amendment.
    • Keep a copy of all Payroll Amendments.
    • Send Payroll Amendments by email.
    • Amendments should be in paper format, not MSS.

  • The part-time faculty Fall payroll workbooks have been provided to the Departments. The workbooks are due no later than 5:00 pm Tuesday, July 23, 2019.  Workbooks should be sent to Payroll Services (payroll@kennesaw.edu).

    If you have any questions or need assistance with your department workbook, please contact your Academic Affairs Coordinator. 

    There will be four (4) scheduled workshops to review the Fall 2019 PT faculty workbooks, cover changes to part-time faculty processing, answer your questions, and demonstrate how to update the workbooks.  Payroll Services and Academic Affairs will have representatives present at each workshop.

    It is imperative that a representative (business manager, chair, admin) from your department attend one of the workshops.

    Kennesaw Campus
    July 16, 2019 Tuesday 2:00 - 4:00 TP3002 Conference Room - Town Point
    July 22, 2019 Monday 10:00 - Noon SO 3023 - Social Science Building
    Marietta Campus
    July 15, 2019 Monday 10:00 - Noon J211 (24) Computer Classroom - Atrium Building (M)
    July 17, 2019 Wednesday 2:00 - 4:00 J211 (24) Computer Classroom - Atrium Building (M)

    General Workbook Completion Guidance

    • Items that are required are highlighted.
      • If workbooks are submitted incomplete, they will be returned.
    • Workbooks are due back to Payroll Services – payroll@kennesaw.edu, no later than 5:00 p.m. on 7/23/2019.
    • Comments should be descriptive and complete.
    • Once your workbook has been submitted:
      • Do not submit a ‘corrected’ workbook.
      • All changes must be processed using a Payroll Amendment.

    Helpful Workbook Information

    • Update your workbooks when you send in a Payroll Amendment.
    • Keep a copy of all Payroll Amendments.
    • Send Payroll Amendments by email.
    • Amendments should be in paper format, not manager self-service (MSS).