Frequently Asked Questions

Missed salary is included in the Workday retro process and is paid to a monthly employee on their next regularly scheduled payday. For example, if you are hired with a start date of 8.26.2025, this would be after the August monthly payroll calculated. You will have missed the August monthly payroll, which pays on 9.03.2025. The 5 days you worked in August would be paid to you when you receive your September paycheck on 10.01.2025. Missed salary may also occur if you are hired early in a month but your supervisory organization doesn’t fully complete your hire process before the monthly deadline. If you feel you are missing any monthly salary, please consult with your departmental HR Contact.

Your first contact should be your direct manager. If they are unable to answer your question you should then speak with your department’s HR Contact. They can review your concerns and, if needed, will contact Payroll Services on your behalf. You can find the names of these staff by:

1. Go to your Workday home (welcome) screen
2. Search for your name in the search bar and select your name from the dropdown menu. This should open up a page with your information and job details.
3. On the menu at the left, select Contact
4. On the upper right of the screen click on Support Roles
5. Scroll down the list to find the HR Contact(s) and/or Timekeeper within your department

• FY2023-2024 Biweekly Pay Periods
• FY 2024-2025 Biweekly Pay Periods

This is the Pay Period Schedule for Monthly Employees

• FY 2023-2024 Monthly Pay Period Schedule
• FY 2024-2025 Monthly Pay Period Schedule

TAMU-CC Holiday Schedule

• FY 2024-2025 Holiday Schedule

You can view pay slips by navigating to your Workday profile through Single Sign On.  Once logged in to Workday, select the Pay App and View Pay slips.  From this page, you may view or print the pay slip(s) as needed.

If you hire a monthly-paid employee that begins after the 1^st of the month, you may use the Partial Month Payment Worksheet to calculate a gross estimate of the employee’s first paycheck located here: partial-month-payment-worksheet-fy25.pdf

Annual Work Periods that begin on the 1 (example – Jan. 1 – May 31):
Employees with an effective date after the 1 receive partial salary based on a daily rate.

Annual Work Periods that begin on the 16 (example – Jan. 16 – May 31):
Employees with an effective date on the 16 will receive ½ of their monthly salary. If the effective date is the 17 or later, the employee will be paid partial salary using the daily rate.

Time off requests and corrections can be made by the employee at any time.  If you need guidance on how to enter these requests in Workday, please view the Managing Your Time Off job aid, available through Workday Help on your Single Sign On page.

Please Note:  If you are submitting unpaid time off after the current monthly payment has finalized, your next payment will include the correction made retroactively on your pay result (if submitted by the retro-due date).  Workday will recoup the unpaid time off overpayment from the prior payment received on the next payment date. 

If you do not have enough salary to cover the overpayment, Payroll department will contact you with repayment options.

Approved Missed hours are included by the Workday Retro process and are paid to the employee on their next regularly scheduled payday. Biweekly employees can go back up to 6 prior pay periods from the current period to make positive and/or negative timesheet retroactive adjustments. They must resubmit the corrected timesheet to their manager for approval by the retro deadline to avoid delayed payment. Timesheets with corrections have earlier submission deadlines than current period timesheets. If you experience any difficulty entering missed hours, please consult with your departmental timekeeper for assistance.

You can view pay slips by navigating to your Workday profile through Single Sign On.  Once logged in to Workday, select the Pay App and View Pay slips.  From this page, you may view or print the pay slip(s) as needed.

Time off requests and corrections can be made by the employee at any time.  If you need guidance on how to enter these requests in Workday, please view the Managing Your Time Off job aid, available through Workday Help on your Single Sign On page.

Please Note:  If you are submitting unpaid time off after the current monthly payment has finalized, your next payment will include the correction made retroactively on your pay result (if submitted by the retro-due date).  Workday will recoup the unpaid time off overpayment from the prior payment received on the next payment date. 

If you do not have enough salary to cover the overpayment, Payroll department will contact you with repayment options.

Timesheets lock the day before a biweekly payroll finalizes. At this point, neither an employee or manager can enter hours or make corrections, and the department timekeeper must be alerted.  They can assist with entering hours, making corrections, and approving timesheets on behalf of a manager and employee.

Note: Do not contact Payroll as we will just refer you back to your Timekeeper. 

If you do not know your Timekeepers, you can obtain this information in Workday. From your Workday homepage, click the people icon or your picture in the upper right corner and select View Profile.  Click the Actions button on the blue bar on the left side of your screen, scroll down to Security Profile and select View Support Roles. Under Assignable Role look for Timekeeper. To the right is listed who to contact for assistance. 

All employees are encouraged to submit their timesheets before deadline to avoid missed pay. Here is a link to our Payroll schedules: Payroll Schedules | Payroll | Texas A&M University-Corpus Christi

Missed Salary or Hours should never be processed using the Request One-Time Payment business process. There are no one-time payment plan components for this type of pay. Missed regular pay is calculated and processed by the Workday Retro process and paid to an employee on their next regularly scheduled payday (biweekly or monthly). The Workday Retro process works for all timesheets and/or business processes completed and approved by the set deadlines. Please contact your Payroll Processing team first if you have any questions regarding missed regular pay.

• 2080 – This is the number of hours in a given fiscal year and the number of hours used to determine an hourly rate for an employee. You take the annual amount and divide it by 2080 to get the hourly rate for the employee. 2080 will always be the number of hours used to determine the hourly rate.

• 2088 – Depending on the fiscal year, we tend to have an additional day of hours to account for (i.e. leap year). When budget planning on what will be spent on salaries for the fiscal year, you will use 2088. This does not change the hourly rate for the employee, it just means that you need to budget for an additional 8 hours for that employee. You would take the hourly rate for the employee (annual rate / 2080) and then multiply the hourly rate by 2088 to determine the total cost for that fiscal year.  

To avoid financial hardship for the employee and prevent delay of the employee’s expected payment, the Timekeeper will need to take control of the timesheet from the Manager for the Review button to become available. This will allow the Timekeeper to make corrections (if needed) and approve the current timesheet on behalf of the Manager.

Resources:

1. Time Summary Review Report
   1. Run the report in Workday and export the file to Excel.
   2. Filter the report by Manager (column AA) and then review Hours to Approve (column I).
   3. Pull up the employee in Workday; review if they are dual employed to identify the appropriate position reporting to the Manager.
   4. Open the current timesheet.
   5. Make note of the number of hours entered and if dual employed, make sure you are reviewing the correct position.
   6. Delete one time block then re-enter the exact same data on the same date.
   7. You now have control of the timesheet, and the Review button will appear allowing new or correcting entries (if necessary) and submission on behalf of the Manager.
   8. Repeat steps for other affected employees.
2. Manager Resource available on Workday Help

Note:  To ensure a delegate is setup for future timesheet approvals, please email employment@tamucc.edu to request this delegation be added.

Unpaid time off must be entered if the bi-weekly employee did not work 80 hours during the current bi-weekly pay period.  This will allow the employee to submit their final bi-weekly timesheet.

When the hire process in Workday is not completed by the current payroll deadline, the new employee will not receive payment on the expected payment date.  Workday’s retro process will pick up missed salary or hours owed and apply it to the next scheduled payment date. 

Payroll department recommends using the Review Time report.  When approving hours worked and time-off requests from this report, the corresponding Workday inbox items will automatically clear. 

You may also approve these items through the Workday inbox.

Please note: It is the manager’s responsibility to immediately contact employees have no hours or unsubmitted hours.

As you review all your reports to confirm items are correct, these are some examples of what may be an error or “red flag” to review:

• Missing or Unsubmitted Hours on Timesheet
• Zero Gross or Zero Net
• New Hires not on Report
• Missing Compensation – Extra Pay, Allowance, Emolument
• Costing Allocation Errors
• Unusual Results – i.e., full-time biweekly normally grossing around $1,500.00 but gross on report is only $400.00
• Benefit Deduction Errors for transferred/promoted/reclassified staff (you may need to notify employee of impacts). Promptly contact our Benefits department to provide additional support.

• Close rapport with other departmental staff and familiarity with their operations & roster of active staff
• Continual education of managers and departmental contacts
• Run & Refresh payroll reports daily during calculation periods
• Run Timekeeper Reports; follow-up with managers and submit on their behalf if needed
• Monitor manager unapproved payroll tasks and address with their supervisor
• Follow-up on submitted business processes to ensure they fully complete by retro or current deadline
• If managers / faculty are allowed to initiate any business processes develop internal system whereby HR Contact is informed (short form or email, weekly summary, excel log, etc.). For example - You don’t know a one-time payment is missing if you weren’t informed it was requested.
• Earlier involvement with departmental hiring plans; hiring process can and should be initiated much earlier than first day of work or later.
• “The more you know” the more you will be aware of what may be a potential error or omission

An emolument applies taxation on non-salary compensation and will tax the employee on the gross and net pay will be reduced; the employee will not receive a one-time payment. The emolument process is a part of the One-Time Payment business process in Workday and begin with “Emolument.”  The process in Workday includes many common categories. 

Emolument Exceptions should not be routed through the One-Time Payment business process in Workday. These exceptions require an Emolument Exception form (insert form link) and are input by Payroll department. Such exceptions include: emoluments for terminated employees, retired employees, gross-up requests (department incurs tax on employee’s behalf), and employees that do not work in your supervisory organization. The completed form and necessary attachments may be emailed to payroll@tamucc.edu. 

Please note: Taxes on non-salary compensation cannot be applied if the employee is not receiving payroll. DO NOT route an emolument in Workday if the effective date for the emolument occurs when the employee is not working/receiving payroll. It will be deleted, and Human Resources Compensation team will rescind the action. Two options are then available for the department to process the emolument;  the emolument may be routed when the employee begins receiving pay again, or the department may pay taxes on behalf of the employee. If the department wishes to incur the taxation on behalf of the employee, please complete the Emolument Exception request form to payroll.

If an employee has missed their regular pay and indicates that waiting to receive their retro payment on the following scheduled payment date poses financial hardship, their supervisor should contact Payroll department to discuss the situation.  All off-cycle/emergency checks are issued on a case-by-case basis, only.  If the request is received after a bi-weekly payroll has opened and the employee is a bi-weekly paid employee, Payroll will not issue an off-cycle payment.  If the employee is a monthly-paid employee, we may request that a PPR form be submitted so that missed pay can be applied on the current bi-weekly payment date.  If payroll authorizes the issuance of an off-cycle/emergency check, we will send you the necessary form to complete.  Please note this form is not found on our website.  Please allow 3-4 days for receipt of this emergency check, as there is some delay due to processing requirements.  Additionally, please note there is a processing fee of $50.  The fee must be paid from a local department account via IDT.

While auditing your payroll reports, you may find that an employee is receiving holiday pay but doesn’t meet the eligibility criteria for that holiday pay. 

Please see instructions here for removing the paid holiday: Payroll Tools | Payroll | Texas A&M University-Corpus Christi

Please email payroll@tamucc.edu.  Provide the employees name, UIN, and pay date of the check that was lost.  Payroll department will coordinate the necessary affidavit form directly with the employee.

Once the affidavit form is received signed from the employee, payroll department will initiate the replacement of the paper check.  The check will then be mailed to the employee.  Please allow 5-10 business days for receipt of the replacement check.

Please coordinate these requests directly with payroll@tamucc.edu.  Payroll staff will process these requests on a case-by-case basis.

Your W-2 is available in Single Sign On. Retired or former employees, still have access to Single Sign On (SSO) for 18 months after terminating employment with Texas A&M – Corpus Christi.

Follow these steps to retrieve your W-2.

1. Log into Single Sign On using your UIN and password.
2. Click the Workday option.
3. Click the “Pay” Worklet.
4. In the “View box” click on My Tax Documents.
5. Your W-2 will be listed on the next page for you to view and print as needed.

Password Reset:  If you have trouble logging into SSO, follow the on-screen help or contact Human Resources Office at 361-825-2630 to request a password reset. Be ready to provide your name, the last four digits of your Social Security Number, your date of birth and your current email address for verification. An email can be sent to you with a temporary password, or one can be provided over the phone. At that time, you can log in to update your password then retrieve your W-2 using the instructions above.

Access via the Employee Profile in Workday:

1. Select the "Pay" category" in the blue sidebar of the employee profile.
2. Select the "Tax Documents" tab to view the W-2 for tax year 2024.  

Federal withholdings may be a result of your W-4 form completion. Amount entered in Steps 3 and 4b of the W-4 will reduce your tax deductions.

• Step 3 of the W-4 accounts for tax credits related to dependents, such as the Child Tax Credit. Entering amounts here will reduce your tax liability on payments received from TAMUCC and thus your tax deduction.
• Step 4B accounts for deductions you expect to claim other than the standard deduction. This amount reduces your taxable wage which can result in little to no tax withholding.

As you update your W-4, please take the following into consideration: 

The amounts entered in Steps 3 and 4b will reduce taxable wages and consequently the tax withholding from each paycheck.

• Step 3 (The Dependent Amount in Workday)
• Step 4b (Deductions in Workday)

For comprehensive guidance on completing Form W-4, please consult the official W-4 instructions https://www.irs.gov/pub/irs-pdf/fw4.pdf.

Why are my TRS/ORP contributions not reported on the W-2?

TRS and ORP contributions are mandatory contributions and cannot be reported in Box 12 of the W-2.  Box 12 reports elective deferrals and designated Roth contributions neither of which does TRS or ORP fall under.

My W-2 shows 000-00-0000 for my SSN

If your W-2 shows 000-00-0000 as your SSN that means your SSN is not in Workday.  Federal regulations require the SSN on the W-2.  If the SSN is not on the W-2, the employee is subject to an IRS fine.  Please ensure that Human Resources has a copy of your Social Security card on file.

Why are my W-2 wages less than my actual wages?

Your W-2 reports taxable wages, not gross wages. The IRS allows gross wages to be reduced by certain pre-tax benefits to determine your reportable taxable wages. Below are the calculations for Box 1, Box 3 and Box 5 wages.

Box 1: Taxable Wages

Taxable Wages = Gross pay + Longevity + Emoluments - Pretax deferred compensation (TRS/ORP/TDA/DCP) - Pretax health related deductions (medical, tobacco premium, dental, vision, ADD, dependent care spending account, medical spending account and wellness credit)- Pretax Parking.

Box 3: Social Security Wages

Social Security Wages = Gross pay + Longevity + Emoluments - Pretax health-related deductions (medical, tobacco premium, dental, vision, ADD, dependent care spending account, medical spending account and wellness credit) - Pretax Parking.

Note: Social Security taxable wages are capped annually as follows. Wages above the capped amount are not taxed.

• 2021 - $142,800
• 2022 - $147,000
• 2023 - $160,200
• 2024 - $168,600
• 2025 - $176,100

Box 5: Medicare Wages

Medicare wages = Gross pay + Longevity + Emoluments - Pretax health-related deductions (medical, tobacco premium, dental, vision, ADD, dependent care spending account, medical spending account and wellness credit) - Pretax Parking.

The main difference in these three calculations is that Box 1 includes subtracting pretax deferred compensation (TRS/ORP/TDA/DCP) and Boxes 3 and 5 do not.

Please note: The pay information on the last pay stub of the year may not match the wages reported on your W-2 because Box 1 reflects income less pretax items such as TRS, ORP, TDA, medical, tobacco premium, dental, health care spending account, etc.

How are the tax amounts on my W-2 calculated?

Please visit the IRS website to review withholdings amounts Topic no. 751, Social Security and Medicare withholding rates | Internal Revenue Service

The W-4 determines your federal withholding from payroll received by TAMUCC.  You may edit your W-4 any time through Workday.   If you need additional guidance how to update your W-4, please refer to the Edit Your W-4 job-aid on Workday Help through Single Sign On.  Additionally, you may find The IRS website helpful FAQs on the 2020 Form W-4 | Internal Revenue Service .  If you would like to see how W-4 changes will affect your payments received by TAMUCC, you can use the Model My Pay feature in Workday.  This feature allows an employee to view how changes made will affect taxes, earnings, and deductions.

Publication 519 (2024), U.S. Tax Guide for Aliens | Internal Revenue Service  ← FAQs regarding US Taxes.

International taxpayers | Internal Revenue Service  ← Helpful video.

Taxation of nonresident aliens | Internal Revenue Service ← Helpful for determining which forms to file with the IRS and how to file.

• Entering direct deposit information is now an employee self-service function in Workday; paper forms are no longer used.
• Direct deposit information can be edited at any time, but be mindful of deadlines (if updated after the business process deadline, the change will not pull in until the next pay period).

There are four separate job aids available through Workday help in your SSO Menu. On the Workday Help homepage, click Training on the blue toolbar and select Job Aids. You can search or scroll through the list to view and/or print one or all of these:

Edit Payment Elections

This job aid outlines the process for an Employee to edit their own payment elections outside of the onboarding process.  We strongly encourage onboarding items to be completed in proper order as entry outside of the sequence during the onboarding process creates processing errors.

From Paycheck to Payment Elections (Direct Deposit)

Use this job aid to add payment elections after electing to receive a check rather than direct deposit during the onboarding process.

Managing Your Bank Accounts

Use this job aid to add an additional bank account for use when electing direct deposit for payment and when you need to update existing bank accounts in Workday.

Payment Election Enrollment Event (Onboarding)

Use this job aid to manage payment elections during the onboarding process.

Special Note:  Please be mindful of payroll deadlines when you are updating your payment elections in Workday.  If payment elections are completed after payroll deadlines for the current pay period, the change will not become effective until the following pay period.  This may result in an ACH-rejection by the banking institution.  Payroll schedules may be found here: Payroll Schedules | Payroll | Texas A&M University-Corpus Christi

As a U.S. entity, the Texas A&M University System is obligated to comply with the requirements of the United States Department of Treasury Office of Foreign Assets Control (OFAC), which oversees payments sent outside the territorial jurisdiction of the United States. This includes automated clearinghouse (ACH) payments, such as direct deposits. Texas A&M University Systems does not permit direct deposit to banks outside the United States. Failure to answer the question or answer as “Yes” will prevent the payment election process from completing and the employee will receive paper checks. 

Employees who have not set-up Payment Elections in Workday default to paper payroll and expense checks. 

Paper payroll checks are mailed by Payroll via United States Postal Service (USPS) to the employee’s home address in Workday. Checks are mailed one business day prior to payday; in the event payday falls on a Monday, checks are mailed that day. 

It is critical that employees enter a valid address in Workday. A valid and complete home mailing address includes the Apartment # or Unit # if applicable AND Zip Code; do not include the name of the Apartment Complex. This will ensure employees receive their pay checks timely.  

Here are some examples: 

 USPS Can successfully deliver:  
7037 Islander Way Apt. #1234
Corpus Christi TX 78412
United States of America 

USPS CANNOT deliver:
Islander Housing (Momentum Village)
7037 Islander Way  
Corpus Christi TX 78412 
United States of America  

NOTE: In the event your paycheck prints without an address, you will be notified via email and asked to update the information in Workday. We strongly encourage the use of direct deposit to prevent delay in receiving expected payments. 

Texas A&M University-Corpus Christi uses The Work Number^® to provide automated employment and income verifications for our employees.

The Work Number is an automated service that provides you with the ability to quickly provide proof of your employment or income. You benefit from having control of the process since you authorize access to your information. The Work Number provides verification services to over 200 million employees. It is widely known to mortgage lenders, banks, apartment complexes, and others who may need proof of employment or income, and it is easy for them to use.

The Work Number can be used anytime, anywhere—available 24 hours a day, 7 days a week.

How to Use The Work Number

For Proof of Employment:

1. Give the person needing proof of your employment, the verifier, the following information:
   • Your Social Security Number: X X X - X X - X X X X
   • Texas A&M University Employer Code: 4560121
   • The Work Number Access Options for Verifiers:
     1. www.theworknumber.com
     2. (800) 367-5690

To Create a Salary Key:

A Salary Key is a six-digit number that allows one-time access to your salary information.

1. Access The Work Number either via the Web or telephone:
   1. www.theworknumber.com
   2. (800) 367-2884
2. Select the Employee option and log in. To log in, have the following information:

1.  
   • Texas A&M University Employer Code: 4560121
   • Your UserID: Your UIN
   • Your PIN: Last 4 digits of your SSN (must be changed after initial login)

1. Select the "Create a Salary Key" option and prepare to write down the six-digit number
2. Give the person needing proof of your employment plus income, the verifier, the following information:

1.  
   • Your Social Security Number: X X X - X X - X X X X
   • Texas A&M University Employer Code: 4560121
   • Your Salary Key (from Step 3): X X X X X X
   • The Work Number Access Options for Verifiers:
     1. www.theworknumber.com
     2. (800) 367-5690

* Public Service Agencies please visit "Social Services" via the web at www.theworknumber.com or call (800) 660-3399.

The Work Number Client Service Center
Monday–Friday; 7:00 a.m. – 8:00 p.m. (Central)
(800) 996-7566
(800) 424-0253 (TTY – Deaf)