Year-End Payroll Information for Cal Poly Employees

W-2 Information

    ‘Opt In’ to Paperless W-2 in Cal Employee Connect (CEC)

    The Payroll Services and the Cal Employee Connect (CEC) teams are excited to announce the deployment of the new “W-2 Paperless Statement” feature. This new feature will allow employees to download current and previous years’ W-2 statements using any internet-connected device. The deadline to opt in for the 2023 tax year is November 30, 2023. Employees who “opt-in” will be able to view and download their next year’s W-2 Statement earlier than those who are still scheduled to receive their printed version in the mail.

    For those choosing to not opt in to paperless W2's, your W-2 will be mailed to the address listed on the bottom of your October pay period check stub:

    • Salaried employees: this is the check distributed on master payday, November 1, 2023

    • Hourly paid employees: this is the check distributed on hourly payday, November 15, 2023

    • If you are on direct deposit you will not receive a paper stub. You can view or download your paystub by registering with Cal Employee Connect.

    If your mailing address is not correct, please verify and update your mailing address no later than December 1, 2023 through the My Cal Poly Portal:

    • Log in
    • Go to the “Personal Info” tab
    • Click on “Edit" next to "Mailing Address”

    If you are not able to change your address via the My Cal Poly Portal, please contact Payroll Services at 805-756-2605.

Holiday Informal Time Off

2023 Holiday Informal Time Off - Frequently Asked Questions

Form W-2: Wage and Tax Information

Absence Management Self Service

It is important that all absences for 2023, including December, are entered online in Absence Management Self Service no later than January 2, 2024.

All absences must be approved by management no later than January 4, 2024 in order to be processed.

Year-End Vacation Rollover Request

Payroll Service’s staff review vacation to ensure that balances as of January 1st do not exceed maximum amounts allowed by bargaining unit agreements or CSU policy. Vacation leave balances may exceed these maximums throughout the year:

Summary of Vacation Accrual Rates and Maximum Vacation/CTO

However, any vacation balance that exceeds the maximum allowed by an employee’s bargaining unit or by CSU policy as of January 1st (including December accrual) will be forfeited unless Payroll Services has received an approved “Year-End Vacation Rollover Request” form.

Year-End Vacation Rollover Request Form

Excess/Deficit Year-End Balance Reconciliation

This record-keeping is required by the Federal Fair Labor Standards Act (FLSA) for non-exempt employees only.

Cal Poly tracks excess and deficit hours worked (“Excess/Deficit” or “Plus/Minus”) resulting when an employee has an alternate work schedule. An alternate work schedule is defined as any schedule other than Monday through Friday, 8 hours per day. Any alternate schedule change (including the beginning and ending of an alternate schedule) must be reported to Payroll Services.

In January 2024, any employee with a deficit hours balance as of December 31, 2023 will receive a separate communication from Payroll Services to provide an opportunity to use other previously earned time to offset the deficit balance.

If an employee has no other type of leave balance to offset the deficit balance, a dock in pay for the deficit hours will be processed against the current month’s pay.

For more information, please review Payroll Services Alternate/Compressed Schedules.

Social Security Wage Cap

Social Security limits the amount of earnings subject to taxation for each year. For employees whose Social Security contributions have stopped due to meeting the maximum, deductions will resume on the December paycheck issued January 1 of each year

    • 2023 maximum: $160,200
    • 2024 maximum: $168,600