Business Office

Payroll

Please contact us with any questions regarding payment, paperwork or pay dates.

Tax Forms

To be used by all employees to initiate changes in their tax status.

  • Federal: W-4
    • Effective November 1, 2018, a social security card MUST be presented for validation of name and social security number on the federal W-4 form per IRS regulation 31.6011 (b)-2.
  • State: VA-4

Direct Deposit

To be used by all employees to start, change or stop direct deposit of their paycheck to a financial institution of their choice each payday.


Change of Name and / or Address

To be used by all employees to smake any changes to their name and / or address on file.


Payline

To be used by all employees to access on-line payment information four days prior to scheduled pay date. To learn more about Payline, please visit the the Virginia Department of Accounts website.


Paystub Explanation

To be used by all employees for referencing an explanation of employee deduction codes printed on their pay stub.


Pay Schedules

Christopher Newport does not observe the same holiday schedule as the commonwealth. Please contact the Office of Human Resources at (757) 594-7145 for complete information.

To be a candidate for student employment, an undergraduate student must be enrolled in at least six credit hours (graduate student, three credit hours) during the fall and spring semesters. Students may be employed during break periods and summer sessions, as long as full- or part-time student status is intended to be continuous.

Student employment is limited to 20 hours per week when classes are in session during fall and spring semesters and not more than 40 hours per week during break and summer periods.

Student employment begins with the Center for Career Planning, and then moves on to the Payroll Office for processing of all required forms.

Student hire package includes:

  • Student Hiring Document
  • Student Employment Hire Form
  • Federal W-4 Form
    • Effective November 1, 2018, a social security card MUST be presented for validation of name and social security number on the federal W-4 form per IRS regulation 31.6011 (b)-2.
  • Form VA-4 Tax Form
  • Direct Deposit Form
  • Alcohol and Drug Policy
  • Use of Electronic Communications Policy
  • I-9 Employment Eligibility Verification
  • Student Title IX Disclosure

For faculty, staff and adjunct AP–14 payments, please be sure to list separately according to status (e.g., adjuncts, part-time, faculty/staff, full-time)

  • Flat One-Time Payment (undergraduate student): Use the AP14B Flat Payment Form for expenses for one-time payments made by institutions of higher education to compensate undergraduate students for all services.

  • Graduate Assistant Use the AP14 Credit Activities Form for payment, including expenses for compensation to persons without faculty appointment, for teaching and research activities.

  • Special Payments for Academic Services (faculty & staff) Use the AP14A Non-Credit Activities Form for expenses for one-time payments made by institutions of higher education to cooperating teachers in public or private schools or other individuals who perform non-instructional or non-research academic service.

  • Teaching and research part-time (adjunct) Use the AP14 Credit Activities Form for payment, including summer session teaching, overload teaching and evening sessions, and part-time teaching when the individual is not permanently employed.

Information related to the new human resources and payroll time and leave reporting system.

What is Cardinal Human Capital Management (HCM)?

The Cardinal Project has teamed up with state agencies to connect the commonwealth of Virginia with a modern system for human resources, health benefits, time and attendance, and payroll administration. Our agency will be part of Release 2 and Cardinal HCM will be available to you on Monday, April 4, 2022.

What is Employee Self Service (ESS) Time and Attendance (TA)?

With the transition to Cardinal HCM, you will have access to enter/update your time and absences in Cardinal HCM.

Why is it important to know our usage of Cardinal HCM?

Your understanding of our agency's Cardinal system usage, as well as, our agency’s specific setup, will assist you in accurately completing your timesheet. Information entered on timesheets drives pay. Correct timesheet entries are required for correct payroll (i.e., paycheck).

How will our Agency Use Cardinal HCM’s TA functionality?

As part of the transition to Cardinal HCM, our agency will be utilizing Cardinal TA in the following manner:

  • Cardinal TA to enter time and absences
  • All part-time employees will enter hours worked (positive time reporting)
  • All full-time exempt employees will enter leave time (exception time reporting)
  • All full-time non-exempt employees will enter leave time taken or pre-approved overtime or compensatory time (exception time reporting)
  • Supervisors will verify and approve employee timesheets and leave taken
  • Timekeepers will enter time for employees that don’t have direct access to enter timesheets

Christopher Newport will not use chartfields, so disregard that information.

What time reporter type am I? There are details below to help you determine what type of reporter you are.

If you are an exception time reporter, then the following applies to you:

Exception Time Reporter

Time is only entered if there is an exception to the employee’s normal work schedule. Exceptions include:

  • The employee worked a different day outside of their normal schedule
  • The employee worked additional hours (e.g., overtime)
  • The employee used leave (e.g., vacation, sick)
  • The employee needs to charge time to a different charge distribution (if required)
  • When any exception time is entered for a day, then all hours for that day must be entered (e.g., entered two hours of vacation, must also report the six regular hours worked)

Next Steps for Cardinal HCM Training:

To support your transition to Cardinal HCM and prepare you to enter your time/absences, a web-based training (WBT) course will be assigned to you in Cardinal Learning on Friday, March 11, 2022.

  • You will receive an email from Cardinal Learning with additional details and login information on Friday, March 11, 2022
  • This WBT will take approximately 2-2.5 hours to complete
  • Complete this WBT at your own pace, but prior to the due date of Thursday, March 31, 2022.

Important: There are two time reporter “paths” (i.e., positive and exception) within the WBT. You must complete the exception time reporter path

What Time Reporter Type am I?

If you are a positive time reporter, then the following applies to you:

  • All hours worked (productive) and any leave (non-productive) must be entered.
  • All time must be reported by day and type
  • The Timesheet must be submitted, at a minimum, for every pay period (follow agency guidelines)

Next Steps for Cardinal HCM Training

To support your transition to Cardinal HCM and prepare you to enter your time, a web-based training (WBT) course will be assigned to you by Cardinal Learning. Please be on the lookout for emails from Cardinal.

This WBT will take approximately 2-2.5 hours to complete and will give you the details you need to know to complete your timesheet in Cardinal.

Finally, please know that your Payroll team is working diligently to ensure everyone is paid in a timely manner. Please feel free to reach out to payroll@cnu.edu with any questions you have. Below is a part-time manual timesheet that can be utilized for any time not reported in the old system.

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