Payroll

As part of the Office of the Controller, the Payroll Office responsible for: 

  • Processing payroll for all Jacksonville State employees on a monthly or biweekly schedule. 
  • Managing payments and reconciliations for employee insurance benefits, including PEEHIP, VSP vision, Canopy Dental, and Optional Life Insurance, etc. 
  • Overseeing retirement contributions to the Retirement System of Alabama (RSA) and Teachers Insurance and Annuity (TIAA), ensuring accurate payments and reconciliations. 
  • Maintaining records of employee insurance benefit deductions based on invoices received. 
  • Payment of federal and state payroll tax payments, along with quarterly and annual reporting and reconciliations. 
  • Reconciling, reporting, and distributing annual W-2 forms. 
  • Managing payments for State of Alabama unemployment taxes. 
  • Distributing employee quarterly effort reports. 
  • Administering the employee sick leave pool. 
  • Overseeing retiree life insurance payments. 

Employees who are paid hourly rates are paid on the bi-weekly payroll.

  • All bi-weekly employees are responsible for reporting their time.
  • Most bi-weekly employees report their time by electronic time entry on MyJaxState.
  • All bi-weekly employees must clock in and clock out every day they work. Instructions for Clocking In and Out  
  • At the end of every pay period, all timesheets must be submitted and then approved by each employee’s supervisor.
  • The Payroll Office cannot process an incomplete timesheet, so it is imperative that the published deadlines for submission and approval are followed to ensure accurate and prompt payment.
  • When an employee takes time off for any reason, an Electronic Leave Request Form must be completed by the employee and approved by their supervisor and/or a Human Resources representative. Leave must be reported on BOTH the timesheet AND the Leave Request Form.
  • Employees on the bi-weekly payroll are paid every other Friday. Pay dates can be found on our Payroll Calendar.

If you need assistance, please don’t hesitate to contact us

Employees who are salaried are paid on the monthly payroll, as well as those with adjunct contracts and certain students.

  • Most monthly employees (with the exception of faculty*) report their leave by electronic time entry on MyJaxState. Instructions for Timesheet Reporting
  • Monthly employees are considered at work unless some type of leave or other exception is reported; therefore, instead of hours worked, monthly employees only report leave taken on their timesheets.
  • For every pay period, all timesheets must be submitted and then approved by each employee’s supervisor.
  • The Payroll Office cannot process an incomplete timesheet, so it is imperative that the published deadlines for submission and approval are followed to ensure accurate and prompt payment.
  • When an employee takes time off for any reason, an Electronic Leave Request Form must be completed by the employee and approved by their supervisor and/or a Human Resources representative. Leave must be reported on BOTH the timesheet AND the Leave Request Form.
  • Employees on the monthly payroll are paid on the first banking business day of every month. Pay dates can be found on our Payroll Calendar.

*Faculty members currently do not have access to electronic time entry. Instead, a timesheet is emailed from the Payroll Office to each Department Head every month so that any leave taken will be reported.

Employees with adjunct contracts do not accrue leave and therefore do not have to report leave via electronic time entry.

If you need assistance, please don’t hesitate to contact us

Student employees with employment contracts that are paid an hourly rate are paid on the bi-weekly payroll.

These include:

  • Federal Work Study contracts
  • Some University Student Assistant and
  • Graduate Assistant contracts.

Students are responsible for reporting their time by clocking in and clocking out via electronic time entry on MyJaxState and follow the same deadlines as other bi-weekly employees.  Instructions for Clocking In and Out  


Student employees with employment contracts that are paid a stipend/flat amount are paid on the monthly payroll.

These include:

  • Some University Student Assistant contracts and
  • Graduate Teaching Assistant contracts.

Students are responsible for reporting their time on their electronic timesheet that is accessed via MyJaxState. Students on monthly payroll only need to report 1 hour on 1 day of the month on their electronic timesheets. The Payroll Office does not need a record of hours worked each day since these students are not paid an hourly rate. Students are to follow the same deadlines as other monthly employees. Instructions for Timesheet Reporting 

If you need assistance, please don’t hesitate to contact us

W-2 Information


Inquiring about your W-2?

  • An email notification is sent to Faculty and Staff when forms are prepared and available.
  • The IRS filing deadline is January 31 and JSU will release W-2’s by that date each year.
  • Forms can be printed on demand if you have consented to electronic delivery or will be mailed to the address of record.

If you have not received your W-2 by February 15, please:

  • Ensure your address is correct on the MyJaxState Employee Dashboard

  • Email your Name, JSU Employee ID Number, Contact Telephone Number, and the year of inquiry to payroll@jsu.edu. Please allow 2-4 business days for the Payroll Office to research and contact you.

  • W-2 forms cannot be emailed as they contain your full social security number.

    • You may elect to consent and receive a secure copy on demand through MyJaxState

    • Pick up a reprint in Room 325 Angle Hall (must have photo ID) or;

    • Receive a copy via regular mail after your address has been updated on MyJaxState Dashboard.