Human Resources

Position Management Training Coming Soon!

HR is excited to roll out an extensive Position Management training course for Spring 2016. We will review the general principles of position management for staff and faculty, along with the processes for creating new positions and updating existing ones. We'll review the Position Management Action Form, as well as the position management functionality in PeopleSoft. Our goal is to help you better manage your positions and foster better understanding of the overall process. Enroll via MySJSU using Course Code TRSD42. Sessions will be held January 5, January 7, and January 15, 2016.

Sammy Spartan
Important Year-End Dates to Remember

2015 Wage and Tax Statements (W-2)

December 10: Last day to update your mailing address in PeopleSoft. In January 2016 the State Controller's Office (SCO) will mail the 2015 Wage and Tax Statements (W-2) to employees at the mailing address on file with Human Resources. If you have had an address change during 2015, please update your personal information in PeopleSoft self service (MySJSU) to ensure it reflects your current mailing address by December 10, 2015.


December 8: Last day to submit a response to an Approval to Extend Offer email for an employee start date of December 14. All responses must be received by 8:00 a.m. on this day.

December 11: Last day a completed Request to Recruit, including a fully-signed Position Description, can be received in order for the job to be posted by December 18. Requests to Recruit received after this date will be posted in January 2016. As a reminder, a vacancy will not be posted without a signed PD.

December 14: Last new employee start date for 2015. This includes emergency hires, casual workers, and regular or temporary employees.

December 16: Last date to submit a response to an Approval to Extend Offer email for employees with a start date after January 1, 2016 in order for the offer letter to be sent before the holiday break. For responses received after this date, the offer letter will be sent to the candidate when we return to campus in January 2016.

Position Management

December 14: Last day to submit department and approval structure changes for December payroll.  Changes received after this date will be processed for the January 2016 payroll.

Employment Verification Card Renewal (International Student Assistants)

December 21: Expiration date of International Student Assistants' Employment Verification Cards (EVCs). Students must obtain a new EVC card from HR prior to continuing employment in the Spring semester. To receive a new EVC card, the student must obtain a Spring Work Permit from the International Student & Scholar Services Office (Clark Hall 543) and bring it, their Fall EVC card, and their Tower Card to Human Resources. If you have any questions, please contact your Employee Services Representative.

December Absences - Early Approval Date

December 22 - 12:00 p.m.: Last day to enter and approve December absences. To ensure accurate and timely pay on the January 4, 2016 payday, all absences for both salaried and hourly employees must be entered and approved no later than 12:00 p.m. on Tuesday, December 22.

December Campus Closure

December 31: All employees must use vacation, personal holiday or compensatory time off for the December 31 campus closure. Bargaining unit employees, other than 12-month faculty, should work with their manager if they do not have enough time to cover the closure date. MPPs, confidential employees and 12-month faculty are required to take leave.

Open Enrollment Changes

January 1, 2016: Date all Open Enrollment changes are effective. Please review the pay stub you receive in January (your December pay) to confirm your changes have been processed. If you have any questions regarding your open enrollment changes, please contact your benefits representative at 408-924-2250.

Spring 2016 Fee Waiver

The Spring 2016 Fee Waiver Application Requirements and Due Dates are posted on the HR Website. The fee waiver due dates are based on the payment due dates set by the Bursar’s Office. We want to ensure your fee waivers are applied to the student account before payment is due, to prevent classes from being dropped. Fee waiver applications should be scanned and emailed to

To learn more about the staff fee waiver program visit the Staff Fee Waiver page on the HR website. Contact Julie Inouye Wong at 408-924-2256 or if you have any questions.

Verification of Employment

In our ongoing efforts to provide excellent customer service, we have made a few changes related to the verification of employment process. We now have a dedicated phone line and email address for your verification of employment needs. Using these new contact points will ensure the responses to your inquiries are expedited. Please direct your questions, as well as inquiries from outside verifying agencies, to the contact information below:

Phone: 408-924-2150

In addition, we have updated our request form and it can be found in the "R" section of the All Forms page on our website. A direct link is below for your convenience.

Request for Verification of Employment