Responsible Unit: Finance and Operations, Human Resources, Payroll Office.
Reference: KCTCS Administrative Policies and Procedures, 2.15.
Pay dates are the 15th and 30th of each month, or the last work day prior to those dates if a pay date falls on a weekend or holiday. For a schedule of pay dates please see the following link: Pay Dates and Holidays
There are two pay periods each month. Pay periods are the 1st through 15th and the 16th through the last day of each month. Time sheets and absence forms are due to Payroll by 3:00 p.m. on payday.
Submitting time-sheets and absence forms
Time-sheets and absence forms may be submitted:
If you submit via e-mail, you must still provide Payroll with the original timesheets to meet our audit requirements.
Time-sheets and Absence forms should be submitted by:
Approval of time-sheets and absence forms
Time-sheets and absence forms should be signed by the employee's supervisor. In the event that an employee's supervisor is absent, the time-sheets and absence forms should be signed by the next-level above the employee's supervisor.
Guidance for completing time-sheets is available at the following link: Submitting Time-Sheets and Absence Forms
Completing absence forms
When completing absence forms, employees should complete separate forms for each pay period. Example: if you are taking vacation from the 12th through the 17th; please complete one form for the 12th through 15th, and a separate form for the 16th through 17th. Exceptions to due dates are communicated through email. Supervisors are responsible for verifying the accuracy of these forms by signature, and submitting to the payroll office by the due dates.
Payroll direct deposit is a condition of employment for all employees except those paid through Federal work-study funds. To establish the initial direct deposit, employees must submit a “voided” check along with the direct deposit form.
Changing Direct Deposit
If you change banks, or need to change your direct deposit information for other reasons, you may do this through PeopleSoft Self-Service. This must be completed before the final payroll calculation for the pay period for which you are making the change. Please contact the payroll department if you have a question about the timing of making direct deposit changes.
There is a link to the direct deposit form in your PeopleSoft Self-Service Payroll pages. If you are simply changing banks, it is recommended that you keep your old account open until your pay can be redirected to the new account. Closing a bank account before changing your direct deposit is very likely to result in late pay.
All employees are required to view and/or print their paycheck data through the PeopleSoft Self- Service Pages. Hard copies of pay statements are not available. To access the sign-on page for PeopleSoft Self-Service, use the following link: https://kctcs.mycmsc.com/.
Enter your Active Directory userid and password to sign in to PeopleSoft. Once signed in, click on “Main Menu”, then “Self Service”, then either “Personal Information", "Payroll and Compensation", or "Benefits" to access the self-service pages. Should you have difficulty logging in to the self-service pages, please contact the Information Technology (IT) department. IT contact information may be found at the following link: Technical_Support
When you click on "Personal Information", you will see the following page:
When you click on “Payroll and Compensation” you will see the following page options:
Active employees will have access to an online copy (through Employee Self-Service). Former employees will only receive their W-2 form in the mail. Employees should update their home address when it changes either though Employee Self-Service or by submitting a form to HR to ensure W-2’s are mailed to the correct address.
Contact the payroll office with questions concerning tax withholding, direct deposit, and leave balances. Payroll contact information is at the following link: Payroll Staff
Contact the HR office with questions concerning salary, address/name changes, benefit deductions and parking passes. HR Contact information is at the following link: Human Resources.