What's New

January 26, 2023

2022 Form W-2s are now available in Cal Employee Connect!

• Employees can now view their electronic 2022 Form W-2, Wage and Tax Statement, as well as prior years in Cal Employee Connect.

• The State Controller's Office (SCO) will mail the employee 2022 Form W-2 Wage and Tax Statements no later than January 31, 2023 via the U.S. Postal Service. This included wages paid in 2022 (December 2021 - November 2022 pay periods). W-2s were mailed to the employee’s home address on file as of December 09, 2022.
• Click here for further information regarding how to register for Cal Employee Connect.

A “returned W-2 notification” will be emailed to the employee whose 2022 W-2 was returned to Human Resources.

CSU employees can also log on to Cal Employee Connect (CEC). This portal will allow employees to view and print their earnings statements and W-2s, along with personal information. 

Helpful tips when signing up for CEC:

Department:  CSU, San Francisco

Agency code: 255

Earning Statement (“0” + paycheck number):   0#-###### (any of your SFSU payroll check information)

Total Deduction:  Gross pay – Net pay =    total deduction

• If you don’t have a copy of a paystub on hand,

• You may obtain the paycheck information online: https://gateway.sfsu.edu/
• Click HR Self Service
• Click My Paycheck(s) to view your paycheck information

Please contact your Department Payroll Representatives if you no longer have access to https://gateway.sfsu.edu/ for further instruction on how to obtain the paycheck information.

I've lost, didn't receive, or need a duplicate/hard copy of my W-2. What do I do?

More than one tax year may be requested; however, only four prior tax years are available. There is a non-refundable $8.50 processing fee per tax year requested. https://sco.ca.gov/ppsd_empinfo_dpw-2.html

For current active salaried employees, payment for the duplicate Form W-2 may be paid via payroll deduction by checking the appropriate option on Form 436. Once you submit Form 436, the SCO will deduct the fee from your next paycheck.

If you are in one of the following employee categories, you cannot use payroll deduction:

• Student Assistants

• Hourly Employees

• Special Consultants

• Inactive / terminated employees

All payments must be made via a money order or cashier’s check made payable to the State Controller's Office. Personal checks are not accepted.

For more information regarding Form W-2s:

Form W-2 - 2022 Wage and Tax Statement FAQs

If you have questions regarding Form W-2 - 2022 Wage and Tax Statement, please contact the Payroll Representative for your area.

Payroll Services

As we approach the holiday season, please find information about the upcoming December Campus Closure dates and December 2022 live warrant pick up. 

2022 Campus Closure Dates:

SF State will be closed from December 26, 2022 through January 2, 2023 and will reopen January 3, 2023.  All days, except Friday, December 30^th, are covered by observed holidays.  This year, December 30th is not a holiday, but SF State will be closed. 

Campus Closure: December 30, 2022

Employees may choose to use the following options for accounting for the December 30, 2022 closure:

• Accrued vacation time
• Accrued comp time (CTO)
• 2022 personal holiday
• A dock in pay

For employees who have insufficient leave balances on 12/30/2022, 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 19, as noted on the 2022 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 30, 2022.

Employees who have not used their personal holiday for calendar year 2022 should use that option during the December 2022 pay period (no later than December 31, 2022) 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 2022 Live Paychecks:

By December 22, an email will be sent to employees who will receive a live paycheck (live paycheck warrant list will be available on Dec 22^nd for the December 2022 Pay Period) on how the obtain the paycheck on Payday, December 30, 2022

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

Address Changes for 2022 Tax Information

Tax season is around the corner and HR is committed to making sure you have the appropriate documents to file your taxes. Each year, the State Controller's Office (SCO) mails W2 forms to the employee’s current mailing address in the system.

You may review your current mailing address at the page below through Cal Employee Connect (CEC).  If you haven’t had a chance to register to the CEC website, please refer to the CEC User’s Guide for detailed instructions.

If your current address is different than what is on CEC, it is important to update your address in the system so that your 2022 W2 form will be mailed to the correct address.

The deadline for submitting address changes is Friday, Dec. 9.

To update the home (W2 mailing) address on file:

• For current employees, please 

1. Visit http://gateway.sfsu.edu
2. Enter your SF State ID and password
3. Choose the "Employee Services tab"
4. Click “HR Self Services”
5. Then click “My Personal Information”
6. Under “My Home Address”
7. Update your information, click "Save" and then log out

• For separated employees:

• Faculty and staff may complete an Employee Action Request form  
• Student employees may complete a Student Payroll Action Request form

• Submit the completed form either by mail or in person to:

                 San Francisco State University

                 1600 Holloway, ADM 252

                 San Francisco, CA 94132

Contact your department's Payroll representative or Human Resources Payroll staff for answers to question(s) regarding address changes.

Thanks,

Payroll Services

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

Is San Francisco State open?

Yes. San Francisco State campuses remain open. Beginning Monday, March 16, instruction will be conducted through remote modalities and the campus will remain open for normal operations.

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.

Dear CSU Faculty and Staff,

Over the past year, the pandemic has presented numerous challenges for the CSU employees, students, and the communities we serve. We have continued to follow the science, facts and the guidance of public-health officials to ensure the safety of all, while providing critical programs to support the needs of our valued faculty and staff — who are, of course, integral to advancing the CSU mission.

During my first months as your chancellor, I have heard from employees, and I understand the need for additional support to help faculty and staff meet the persistent challenges of the pandemic. From March 2020 through today, many of our employees systemwide have qualified for and utilized the COVID-related leave benefits that the CSU developed and provided in support of all employees.

Talks regarding a new CSU COVID-related leave benefit program are ongoing with most of our employee groups. After we initiated these efforts, Governor Gavin Newsom recently signed SB 95, which provides 80 hours of COVID-related leave for employees through September 2021. As chancellor, I plan to expand the benefit to a total of 128 hours through December 2021 for full-time employees. These benefits went into effect on March 29, 2021, for non-represented employees and will be retroactive to January 1, 2021.

It is also my intention to provide these expanded benefits to represented employees. However, the CSU must first go through the required meet-and-confer process with the respective unions. I know many employees are eager for details, and I ask for your patience. Please know that benefits under SB 95, and any expansion, will be retroactive to January 1, 2021.

I hope this additional leave benefit will further exemplify the CSU unwavering dedication to our valued employees, without whom we could not fulfill our mission, especially in these unprecedented times.

Sincerely,

Joseph I. Castro, Ph.D., M.P.P.

Chancellor

____________________________________________________________________________ 

What is ECRL – Expanded COVID-19 Related Leave?

The Expanded COVID-19 Related Leave (ECRL) is a program designed to support our employees who are unable to work for COVID-19 related reasons.  This program expands the state’s leave programs for COVID-19 related reasons with the recently passed SB95 (Chapter 13) COVID-19 Supplemental Paid Sick Leave.  Please refer to your union’s specific MOU for specific information.

ECRL can be used for the following COVID-19 related reasons when an employee is unable to work or telework:

• Employee is subject to a quarantine or isolation period related to COVID-19 as defined by federal, state or local orders or guidelines
• Employee is advised by a health care provider to self-quarantine due to concerns related to COVID-19.
• Employee is attending an appointment to receive a COVID-19 vaccine.
• Employee is experiencing symptoms related to a COVID-19 vaccine.
• Employee is experiencing COVID-19 symptoms and seeking a medical diagnosis.
• Employee is caring for a family member who is subject to a quarantine or isolation order or guideline or who has been advised to self-quarantine by a health care provider due to concerns related to COVID-19. 
• Employee is caring for a child whose school or place of care is closed or otherwise unavailable for reasons related to COVID-19 on the premises.

Staff - To complete the form, please go to - CSU, COVID-19 ECRL Request Form

Hourly/Student - To complete the form, please go to - CSU, Hourly/Student COVID-19 ECRL Request Form

To review received MOU(s), please visit the - Expanded COVID-19 Related Leave (ECRL) website.

The following workshops are brought to you by Human Resources, in collaboration with LifeMatters which is part of the Employee Assistance Program (EAP) you receive with your SF State benefits

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