What's New

December 2023 Live Warrant Pick-up

Friday, December 08, 2023

Holiday Informal Time Off:  December 22, 2023

San Francisco State received notice, consistent with the Governor’s policy, that CSU employees will receive a half day of informal time off with pay on December 22, 2023.  In addition, President Mahoney has decided to close the SF state campus and to provide SF State employees with an additional half day of informal time off with pay on December 22, 2023.   Accordingly, SF State employees (exempt and non-exempt) will receive their regular pay for December 22, 2023, and do not need to use any accrued leave. Part-time employees will be provided with paid informal time off, pro-rated according to their time base. 

Employees required to work on December 22, 2023, or who would be scheduled to work but are on vacation, sick leave, or CTO, may be granted the equivalent informal time off prior to June 30, 2024. This time may not be considered CTO and is not compensable in cash.

Please note, employees on alternate or compressed work schedules whose non-workday (i.e., regularly scheduled day off) falls on the date the campus will observe the Governor’s informal time off and additional time off authorized by the campus president, shall be granted the equivalent informal time off to be used prior to June 30, 2024. This informal time off shall not be considered as CTO and is not compensable in cash.

Hourly Employees

Hourly employees other than those in Class Codes 1150, 1151, 1152, 1153, 1360, 1868, 1870, 1871, 1872, 1874, 1875, 1876, 1880, 1881, 1882, 1883, 2680, 2681, 4662, 7171, 7172 and 7930 should be permitted informal time off based on the following table provided that the employee is scheduled to work on the campus' last work day prior to the holiday closure and is still on active payroll status on that date (has not or will not be separated with a prior effective date):

Scheduling of informal time off should be managed in such a way as to minimize disruption to campus operations.

2023 Campus Closure Dates:

SF State will be closed from December 25, 2023 through January 1, 2024 and will reopen January 2, 2024.  All days, except Friday, December 29^th, are covered by observed holidays.  This year, December 29th is not a holiday, but SF State will be closed. 

Campus Closure: December 29, 2023

Employees may choose to use the following options for accounting for the December 29, 2023 closure:

• Accrued vacation time
• Accrued comp time (CTO)
• 2023 personal holiday
• A dock in pay

For employees who have insufficient leave balances on 12/29/2023, the following options may apply:

• Non-Exempt Employees - If a non-exempt employee does not have sufficient leave credits (vacation, personal holiday or CTO) to cover the closure, and upon request from the employee, managers should provide sufficient work prior to the scheduled closure to prevent any loss of pay or benefits. 
• Exempt Employees - Exempt employees who do not have sufficient leave credits are to contact their supervisor to receive an approved work assignment on the Campus closure day.
• Employees may also elect to be docked on the Campus Closure day.  The Dock Notice (form also available on DocuSign) must be submitted to the Payroll@sfsu.edu by December 18, as noted on the 2023 SF State Staff and Faculty Payroll Calendar.

How to Report Absences - Non-Exempt and Exempt Employees must enter vacation, personal holiday, and/or CTO in PeopleSoft for December 29, 2023.

Employees who have not used their personal holiday for calendar year 2023 should use that option during the December 2023 pay period (no later than December 31, 2023) since the personal holiday cannot be carried over to the next calendar year. The personal holiday must be used in whole-day increments and a full-time equivalency may be eight (8) hours, or the number of hours in the employee’s regularly scheduled workday, as appropriate.

In accordance with collective bargaining agreements and CSU practice, vacation accumulation in excess of the maximum hours allowed will be forfeited as of January 1. (When computing the maximum allowable vacation limits, include December vacation accrual that is available the following January 1).  Employees can view their leave balances via the Employee Self-Service function through the SF Gateway/MySFSU. Once signed into Self Service, click under My Benefits, then under the Leave Balance link. More accrued leave information, could be found at https://hr.sfsu.edu/accrued-leave-information .

December 2023 Live Paychecks:

By December 21, an email will be sent to employees who will receive a live paycheck (live paycheck warrant list will be available on Dec 21^st for the December 2023 Pay Period) on how the obtain the paycheck on Payday, December 29, 2023

For questions and clarification, please contact Agnes Cheng, Associate Director, Payroll acheng@sfsu.edu / 415-405-4359.

We wish you a safe and happy holiday season!

Payroll Services

Bulletin Date:  November 30, 2023

Action Required - Mandatory update of personal email and phone number

Audience:  All Staff and Faculty

Author: Human Resources Information Systems

San Francisco State University Human Resources believes that communication with our staff and faculty will ensure that all your HR service needs are addressed effectively. In order to do this, we are implementing an annual reminder for individuals to review and update their personal information. All San Francisco State employees (Faculty and Staff) are required to have at least one personal email and phone number on file. 

If you wish to confirm that this email is genuine, please refer to the “What’s New” section on the HR website which will also contain this message.

We are asking for you to update your details by December 8, 2023.

Please log into the SF State Gateway: SF State Gateway and select “Employee Services” on the left-hand menu. If you have never logged into employee self-service before you may need to create / update your SF State password.

Instructions are provided here: SF State Password Reset

After you have logged into the SF Gateway à Select “Launch HR Self-Service à Under Main Menu: select “My Personal Information”. You will then see the following links:

Emergency Contact Information

1. Login to the SF State Gateway
2. Select Employee Services
3. Click the HR Self Service button
4. Select My Personal Information
5. Select My Emergency Contacts
6. Click Edit or Add an Emergency Contact
7. Edit, delete, or add information as necessary (Note: Scroll all the way to the bottom of the page to view all fields)
8. Click Save

*Please keep your emergency contacts updated. Only HR and UPD have access to this information, and it's important we know who to contact in the unlikely event you have an emergency on campus. *

Personal Contact Information

1. Login to the SF State Gateway
2. Select Employee Services
3. Click the HR Self Service button
4. Select My Personal Information
5. Select My Home Address or My Phone Number(s)
6. Click Edit and make changes (Note: Only one number can be added for each phone type)
7. Click Save

Personal Email Contact Information

1. Login to the SF State Gateway
2. Select your profile
3. Select “Change External Email Address”
4. Click Add/Update

** Please make sure to keep your home and mailing address / phone numbers updated. Correspondence, including benefits, payroll, and tax information from California State University, San Francisco State University, State Controller’s Office, and CalPERS are sent to the “Home” address on file. **

*** Your campus phone number and email address cannot be changed. You may add a personal / external email address by logging into the SF State Gateway (see instructions above) à Select the “Profile Tab” (upper right corner) à Select “View/Update External Email Address”. ***

Directory Contact Information

1. Login to the SF State Gateway
2. Select Profile
3. Select Update Directory Information
4. Add/Edit your information
5. Click Submit

We have included the following links to assist you with updating your information: HR Self Service Navigation Guide and Update Emergency Contact Information Guide. After reviewing the guides, if you have any questions about how to use HR Self-Service, please contact the HR Information Systems Helpdesk (hris@sfsu.edu).

By supplying us with your most current information we can quickly notify you, and stay in contact with you, when communication is needed most. This information is securely stored and can only be accessed by a limited group of authorized personnel. The purpose of this information is to serve as a line of communication between the employee and the university.

The more accurate information we have, the better chance we have when communicating with you regarding your HR information or quickly in the event of an emergency.

Submit Your Information Today!

Thank You,

Ericka Jackson

Associate Director, Human Resources Information Systems Human Resources / HRIS Services

San Francisco State University

Phone: ext. 54066 on campus / 415.405.4066 - off campus Email: hris@sfsu.edu

Yes. In light of the increased number of employees working remotely to mitigate the spread of COVID-19 and as many of you are changing your commute to campus, we would like to let you know that you can adjust your commuter check deduction or temporarily opt-out of specific months through the Commuter Check website (https://login.commuterbenefits.com/). This will ensure you do not accumulate excess funds on your Clipper Card or Commuter Check MasterCard. 

Find below an announcement on retired annuitant employment:

CalPERS retirees (from CSU and other California state/public agencies) are required by law to wait 180 days from their retirement date before working as a retired annuitant for any CalPERS agency, including the CSU / San Francisco State University. Note: the 180-day wait period does not apply to eligible faculty who retire and elect FERP (Faculty Early Retirement Program) participation.

• Employment duration of a retired annuitant is restricted to working 960 hours in a fiscal year.
• Hiring a retiree prior to their meeting the required 180-day waiting period, or employing them in excess of the 960 hours limit per fiscal year, jeopardizes their retirement benefits and/or requires reinstatement from retirement and is strictly prohibited.

This provision is in compliance with the requirements prescribed by the Public Employees’ Retirement Law and the Public Employees’ Pension Reform Act of 2013.

For further information and provisions reference  CalPERS post-retirement employment 

Or contact:

SFSU Benefits Helpline (415) 405.4004

Benefits & Retirement Services: benefits@sfsu.edu

Earlier this year, new legal requirements were implemented by the state for discrimination and sexual harassment prevention training. In accordance with the updated requirements, the Chancellor’s Office (CO) worked with risk management services provider United Educators to implement revisions to the Supervisor and Non-Supervisor Sexual Harassment Prevention courses, which all 23 CSU campuses are expected to administer to their respective employees. Effective, Jan. 6, 2020, the courses will be initiated for employees to take on CSU Learn. The following employees will be affected:

• Discrimination & Sexual Harassment Prevention for Supervisors: ALL administrators (Management Personnel Plan employees, senior and executive management)
• Discrimination & Sexual Harassment Prevention for Non-Supervisors: ALL non-administrator positions

Please note: These courses are mandated as a separate requirement from the CSU Campus Misconduct Prevention Program, the Title IX requirement overseen by Student Affairs & Enrollment Management. The new regulations can be reviewed online.

• Bystander: SB 1300
• Employer Sexual Harassment Training Requirements: SB 1343 and SB 778
• Hair Texture and Protective Hair Styles: SB 188

For more information please see our FAQ’s page

Dear Colleagues,

As a California State University (CSU) employee, your paycheck/direct deposit advice and annual W-2 are issued (hard copy) by the State Controller’s Office (SCO).  These hard copy documents have been the only means made available to you by the SCO as a record of your earnings, until now. 

CSU employees now have the opportunity to log on to Cal Employee Connect. The State Controller’s Office (SCO) has produced a tool that will allow employees to view and print their earnings statements and W-2’s, along with personal information. Cal Employee Connect will ultimately reduce state costs and workload by providing a tool for all state employees to access their information electronically.

To get started, you will need to have a recent pay stub in hand, issued within the last twelve months by SCO or the information from View Paycheck.  It contains the information needed for registration in the portal.  Start by clicking: Cal Employee Connect (CEC).

Please refer to the User’s Guide for CEC Portal Registration for detailed instruction.  

You also can find answers to CEC frequently asked questions at Connect CEC FAQs. 

We want to encourage all employees to participate.  Please note that this new portal is owned and maintained by SCO and is not part of CSU’s PeopleSoft Self Service.

For any further questions, please feel free to contact the Payroll Representative for your area.

Dear Colleagues,

To better support the state during COVID-19, the State Controller’s Office (SCO) accelerated the statewide rollout of an application that provides employee anytime electronic access to their monthly earnings and deduction statements. We are pleased to share that as of June 2020, Cal Employee Connect (CEC) is available to employees paid by SCO’s payroll system in all agencies and campuses statewide.

With access to CEC available statewide, the SCO has decided to permanently discontinue the printing of employee direct deposit advices (pay stubs).

The SCO will continue to print live warrants and disburse them as usual.

Employees may access their earnings and deductions electronically through CEC.  This tool will allow employees to view and print their earnings statements and W-2’s, along with personal information.

Please refer to the User’s Guide for CEC Portal Registration for detailed instructions.  

You also can find answers to CEC frequently asked questions at Connect CEC FAQs. 

We want to encourage all employees to participate.  Please note that this new portal is owned and maintained by SCO and is not part of CSU’s PeopleSoft Self Service.

For any further questions, please feel free to contact the Payroll Representative for your area

The Human Resources (HR) Payroll Team continues to serve with regular on-site operation hours and through the HR Client Services Center, Microsoft Outlook, Microsoft Teams and Zoom.

We hope you and your families are staying safe and well during this time. 

Payroll Services

We are excited to introduce the use of Electronic Signatures Digital Forms through DocuSign. With DocuSign, departments can now initiate and submit all recruitment paperwork electronically.

At Human Resouces we are will continue working adding available electronic signature forms, to date, these forms are available to use:

1. Recruitment Request Form
2. Recommendation to Hire
3. External Advertisement Approval Form
4. Dock Notice
5. Work Schedule
6. Employment Verification Request
7. Leave of Absence Request Form

To access the above forms and/or business process guides, please navigate to our Human Resources Forms page and select the DocuSign icon or the business process guide link.

For first time users, please click SF State Docusign and:

1. Create a DocuSign account
2. Create a digital signature
3. Navigate to New  > Use Template > Shared Folders > Human Resources, available Human Resources forms will be display

Help make SF State a greener campus and be part of the over 3,600 pages of paper saved since January.

If you have retired or planning to retire from San Francisco State, you have the opportunity to join your friends, and keep in contact with all the activities going on at the University.

The SFSU Retirement Association (SFSURA ) is a group of over 300 staff, faculty, and administrators who keep in touch with their work-related friends and the University by:

• Joining other campus-related groups for lectures, demonstrations and travel opportunities
• Enjoying two-holiday lunches each year, at Thanksgiving and during Spring Break
• Going on field trips to exciting destinations in the Bay Area, such as Coit Tower, museums, art galleries, parks, and other attractions
• Sponsoring travel grants to newer faculty and staff to enable them to attend conferences and conduct research
• Sharing a bi-monthly newsletter to keep us current on member activities.
• Your first year is free from dues!

JOIN US, it’s very easy to do: SFSU Retirement Association Form

Just print and fill out the membership application and return it to our Membership Chair, Irene Donner, at 814 No. Delaware St., #403, San Mateo, CA 94401.

                         REQUEST FOR STAFF / FACULTY TO UPDATE THEIR PERSONAL INFORMATION

Bulletin Date: March 29, 2021

Action: Action Required

Audience: All Staff and Faculty

Author: Human Resources Information Systems

San Francisco State University Human Resources believes that communication with our staff and faculty will ensure that all your HR service needs are addressed effectively. In order to do this we are implementing an annual reminder for individuals to review and update their personal information.

If you wish to confirm that this email is genuine, please refer to the “What’s New” section on the HR website which will also contain this message.

We are asking for you to update your details by April 30, 2021.

Please log into the SF State Gateway: SF State Gateway and select “Employee Services” on the left-hand menu. If you have never logged into employee self-service before you may need to create / update your SF State password. Instructions are provided here: SF State Password Reset.

After you have logged into the SF Gateway à Select “Launch HR Self-Service à Under Main Menu: select “My Personal Information”. You will then see the following links:

Emergency Contact Information

1. Login to the SF State Gateway
2. Select Employee Services
3. Click the HR Self Service button
4. Select My Personal Information
5. Select My Emergency Contacts
6. Click Edit or Add an Emergency Contact
7. Edit, delete, or add information as necessary (Note: Scroll all the way to the bottom of the page to view all fields)
8. Click Save

*Please keep your emergency contacts updated. Only HR and UPD have access to this information, and it's important we know who to contact in the unlikely event you have an emergency on campus. *

Personal Contact Information

1. Login to the SF State Gateway
2. Select Employee Services
3. Click the HR Self Service button
4. Select My Personal Information
5. Select My Home Address or My Phone Number(s)
6. Click Edit and make changes (Note: Only one number can be added for each phone type)
7. Click Save

 ** Please make sure to keep your home and mailing address / phone numbers updated. Correspondence, including benefits, payroll, and tax information from California State University, San Francisco State University, State Controller’s Office, and CalPERS are sent to the “Home” address on file. **

*** Your campus phone number and email address cannot be changed. You may add a personal / external email address by logging into the SF State Gateway (see instructions above) à Select the “Profile Tab” (upper right corner) à Select “View/Update External Email Address”. ***

Directory Contact Information

1. Login to the SF State Gateway
2. Select Profile (top right-hand corner)
3. Click the "Update Directory Information
4. Add/Edit your information 
5. Click Submit

We have included the following links to assist you with updating your information: HR Self Service Navigation Guide and Update Emergency Contact Information Guide. After reviewing the guides, if you have any questions about how to use HR Self-Service, please contact the HR Information Systems Helpdesk by submitting a service request at  HR Client Services Center

By supplying us with your most current information we can quickly notify you, and stay in contact with you, when communication is needed most. This information is securely stored and can only be accessed by a limited group of authorized personnel. The purpose of this information is to serve as a line of communication between the employee and the university.

The more accurate information we have, the better chance we have when communicating with you regarding your HR information or quickly in the event of an emergency.

Submit Your Information Today!

Human Resources / HRIS