Paydays, Checks, & Timesheets

Earnings statements provide detailed information about your pay, benefits, deductions, and leave accrual. You can find PDF versions of your earnings statements in Employee Self-Service two days before pay day.

Questions? We have created a payroll earnings statement guide to answer the most common questions about earning statements.

Can't open the PDF? You may not be able to open your earnings statement PDF in Employee Self-Service if your Internet browser's pop-up blocker is turned on. Turn off the pop-up blocker or temporarily disable it by pressing and holding the "Ctrl" key on your keyboard while clicking the PDF hyperlink.

Leave Balances

• Biweekly paid: The leave balance on your paycheck earnings statement reflects the amount of leave you have as of the last day of the pay period for which you're being paid.
• Monthly paid: The leave balance on your paycheck earnings statement reflects the amount of leave you have at the end of the previous month.    

Procedures for tracking time depend on which campus the employee is located. In addition to the information below, departments may also have department-specific methods of tracking time. 

Health Sciences Center & Tulsa

Employees in Health Sciences Center programs should follow the time tracking processes required in the TAL System which is operated by OUHSC Payroll Services.

Norman

• Time sheets for hourly and salaried Norman employees are provided in the sidebar.
• Time sheets must be signed and dated by the employee and supervisor.
• Hourly employees should record the time worked and leave taken during each pay period on the Hourly Time Sheet in the sidebar. Convert fractional hours from minutes to tenths using the hourly time conversion chart in the sidebar. Time from a past pay period must be submitted using the back-dated time sheet in the sidebar.
• Salaried employees should record leave taken each pay period on the Monthly Certification Time Sheet in the sidebar. 

Payments for many university services and benefits programs can be withheld from employee paychecks as payroll deductions. Payroll deductions may include the following:

• Parking passes
• Athletic tickets
• 529 College Savings Plan
• Donations to United Way
• OU's Jimmie Austin Golf Course
• Donations to OU
• Fees for the Huston Huffman Recreational Center or the University Health Club
• Insurance & retirement programs

Child support, tax levies, garnishments, defaulted student loans and bankruptcy payments are also withheld in order for the university to comply with federal and state laws.

The university pays a portion of the insurance premiums for benefits eligible employees as part of their total compensation package. These contributions are called "Sooner Credits" and are listed on the right side of your paycheck earnings statement under Employer Paid Benefits. Sooner Credits are used for the core insurance programs: medical, dental, life insurance, and accidental death & dismemberment. 

Full and part-time employees classified to work between 20 and 40 hours per week are eligible for benefits. The Sooner Credit amount contributed for each employee is prorated based on their full-time equivalency (FTE) as shown below.

FTE	% of Sooner Credits
.5-.59	50%
.6-.74	75%
.75-1.0	100%

Oklahoma law (74 O.S. 292.12) requires that state employees receive their paychecks electronically through direct deposit to a checking or savings account. Employees who are unable to have an account at a financial institution will receive their pay on a PayCard. 

Updating Direct Deposit: Any changes to direct deposit may be made in Employee Self-Service.

Alternative to Direct Deposit: Employees that do not provide direct deposit information will receive their wages deposited on the Key2Prepaid PayCard through KeyBank. The Key2Prepaid PayCard has features similar to a debit card and free withdrawals can be made at Allpoint and KeyBank ATMs. Other transactions made with the Key2Prepaid PayCard may have fees. Key2Prepaid PayCard information is available on the State of Oklahoma website.

The W-4 tax form describes the level of federal income tax withheld from your paycheck. You can review and update your tax withholding level as needed. 

Update Your Form: You can update your tax withholding levels through Employee Self-Service. 

Questions? Review the IRS tax withholding information. Other questions about tax withholding should be directed to your tax professional. 

The W-2 tax form reports your earnings during the previous year. This end-of-year tax form is mailed by January 31 every year.

Anatomy of Your W-2 Tax Form: Everything you want to know about your W-2 Tax Form is on this one-page tip sheet. Visit with your accountant or tax adviser if you have more questions about your W-2.

Update Address by December 31: To avoid having your W-2 sent to the wrong place, please update your address in Employee Self-Service by December 31, or contact Norman Payroll and Employee Services or HSC Payroll. 

Duplicates: Duplicate W-2 tax forms are available through Employee Self-Service starting February 15. If you no longer have access to Employee Self-Service, you can request a duplicate W-2 starting February 15 by contacting Norman Payroll and Employee Services or HSC Payroll. Requests are processed one day a week and will be mailed to the individual unless otherwise specified.

Can't open the PDF? You may not be able to open your W-2 tax form PDF in Employee Self-Service if your Internet browser's pop-up blocker is turned on. Turn off the pop-up blocker or temporarily disable it by pressing and holding the "Ctrl" key on your keyboard while clicking the PDF hyperlink. 

The 1042-S tax form reports earnings that are covered under a tax treaty. This end-of-year tax form is mailed by March 15 to employees with applicable earnings. Visit with your accountant or tax adviser if you have more questions about your 1042-S tax form.

Update Address by December 31: To avoid having your W-2 sent to the wrong place, please update your address in Employee Self-Service by December 31, or contact Payroll and Employee Services.