New Hire, Adding Additional Accounts and
Payroll Procedures
(Non Benefited Staff (Students, Intermittents and Additional Compensation Faculty/Staff)
New Hire
Step 1: Receive authorization for hiring employees on your account.
a) Complete the CPC Pay/Kronos Manager Authorization Form (page two of the
Signature Authorization Form) listing the accounts for which you have payroll
signature authority and submit to CPC Payroll.
b) If the account is University Store, Campus Dining, UGS or Dairy a userid and
password will be sent to the manager the following day. All others will access the
CPC Pay/Kronos system using their Cal Poly Portal userid and password directly from
the My Cal Poly Portal. Access will be available the following day.
Step 2: Hiring process BEFORE the employee begins work.
a) Complete a Payroll Information form (PIF) – Instructions on completion below
http://www.calpolycorporation.com/docs/
b) If the account is a Sponsored Project (SP), Campus Program (CP), Conference &
Event Planning (CEP), Foundation (Fdn) it must have SP, CP, CEP or Fdn
approval/signatures prior to being submitted to HR.
c) Send the employee to CPC Human Resources in Building 15 with the completed
authorized PIF, Student/Intermittent Application I-9
http://www.calpolycorporation.com/docs/ and I-9 documentation verifying he/she
is eligible to work in the United States (typical documents are an original unexpired
passport OR an expired Driver’s License AND original Social Security Card).
d) Human Resources will let the employee know he/she is now authorized to work and
to notify the supervisor. The hire date is the day the employee completes the
paperwork in HR.
e) The new employee will show up in the CPC Pay/Kronos system the following day
provided he/she brought the documentation to HR prior to 3 pm. Any time worked
after HR approval but before showing up in CPC Pay/Kronos will need to be manually
entered by the supervisor if it is a Timestamp or Time clock employee (Bookstore,
Campus Dining or Dairy) all other employees will enter their time directly into the
electronic timecard.
Adding Additional Accounts to a Current Employee
Step 1: Receive authorization for hiring employees on your account.
a) Complete the Manager Authorization Form
http://www.calpolycorporation.com/docs/ listing the accounts for which you have
payroll signature authority and submit to CPC Payroll.
Step 2: Hiring process BEFORE the employee begins work on additional account.
b) Complete a Payroll Information form (PIF)
http://www.calpolycorporation.com/docs/ If the account is a Sponsored Project
(SP), Campus Program (CP), Conference & Event Planning (CEP), Foundation (Fdn) it
must have SP, CP, CEP or Fdn approval/signatures prior to being submitted to HR.
c) Send the employee to CPC Human Resources in Building 15 with the completed
authorized PIF
d) Human Resources will let the employee know he/she is now authorized to work on
that account and to notify the supervisor. The effective date is the day the
employee submits the paperwork to HR.
e) The new account for the employee will show up in the CPC Pay/Kronos system the
following day provided he/she brought the documentation to HR prior to 3 pm. The
employee will then be able to select that account to charge their time to.
Employee will automatically lose access to enter their time on an account once the end date
on the PIF has passed. The supervisor must submit a new PIF if the project has been
extended to continue authorization to charge on that account. To remove employees no
longer working on an account submit a Payroll Information Form with the account and
applicable end date.
Payroll Procedures
Step 1: Employee is to input their time into CPC Pay/Kronos under the correct account daily
through their time collection method:
Time clock/Timestamp: (Non-exempt Bookstore and Campus Dining, CPC
General Administration, SPA, UGS and Dairy Production)
CPC Pay/Kronos Electronic Timecard: All other students, CPC and CPSU
faculty/staff
Step 2: Employee approves their time at the end of their last shift each payday or no later than
the approval deadline published in the payroll calendar
http://www.calpolycorporation.com/docs/
Step 3: The Supervisor/Manager then approves the employee’s time in accordance with the
payroll schedule http://www.calpolycorporation.com/docs/
Detailed training documents can be found at http://www.calpolycorporation.com/docs/
Late Payroll Processing
If an employee recorded time through CPC Pay/Kronos but failed to record some time worked
during the applicable pay period a CPC Pay/Kronos Adjustment form must be
completed and submitted to payroll (link) in accordance with the payroll schedule
http://www.calpolycorporation.com/docs/ The adjustment will be made the following
pay period.
If an employee failed to report any time in a prior pay period a manual timecard must be
submitted along with a justification signed by the supervisor and Dean/Department
Head as to why the timecard is being submitted late.
How to Complete a Payroll Information Form (PIF)
Instructions for the Employee
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Complete Personal Data section (This is the first enclosed section.)
Sign and Date at bottom of form where it is marked "Employee."
Give this form to your supervisor to complete Job Data panels section (These are the
2nd and 3rd sections).
Instructions for the Supervisor
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Complete all sections of Job Data Panels (Action, Position Title, Org Key, Account Code,
Workers' Comp Code, Effective Date & Pay Rate must be completed). Verify that the
employee has completed his/her section & signed.
Sign at bottom of the form next to "Authorized By" and date. Please remember to print
your name next to the signature and include a telephone number so Human Resources
can contact you with any questions.