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November 2015

Ask HR...

What is the significance of the Personal Holiday? If I don’t use the Personal Holiday this year can I keep it to use next year?

Employees are entitled to one (1) Personal Holiday per calendar year that may be taken on one (1) day during the year. If you fail to take the Personal Holiday before the end of the calendar year, you will lose it. Like vacation, if you leave the university you will be paid out for an unused Personal Holiday. Scheduling of the Personal Holiday shall be by mutual agreement of the employee and the appropriate administrator.

Are the Collective Bargaining Agreements online? What about the policies for MPP and Confidential employees?

Yes! Links to the CBAs and the other policies are available on the HR website: Collective Bargaining AgreementsManagement Personnel ProgramConfidential Employees.

Are there any employee discounts I am eligible for as an SJSU employee?

SJSU employees have access to some great discounts and perks! From Disneyland to cell phone providers to local restaurants, there are an abundance of discounts. Check out Employee Discounts on the HR website for more information.

Have a question for HR? Ask us here!

December Dates to Remember

December 10: Last day to update your mailing address in PeopleSoft (MySJSU) to ensure your W2 is mailed to the correct location. The State Controller's Office will mail W2s in January 2016.

December 21: Expiration date of International Student Assistants' Employment Verification Cards (EVCs). To receive a new EVC card for spring, students must obtain a Spring Work Permit from the International Student & Scholar Services Office 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 22: 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 pm on Tuesday, December 22, 2015.

December 31: Campus is closed. 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.

Year-End Reminders

Workforce Planning


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 am 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. 

Retirement and CalPERS

CalPERS is the California Public Employees Retirement System and all full-time employees (or part-time employees working at least half-time) are automatically enrolled in the CalPERS Retirement Plan. To be eligible as a full-time employee you must be appointed for at least six months; if you are part-time, you must be appointed for at least one year.

  • The plan is a defined benefit plan with retirement benefits calculated based on age at retirement, years of service and compensation.
  • Plan vesting is at five years of CalPERS credited service.
  • Employees are eligible to retire from CalPERS and receive a monthly pension benefit when they have a minimum of five years of CalPERS-credited service and are at least 50 years of age (or 52 years of age for new members hired on or after January 1, 2013).
  • The final compensation is based on the highest 12 or 36 months of consecutive employment.
  • CSU retiree medical, dental and vision benefits are available to eligible employees (and their eligible dependents) who retire within 120 days from the date of separation from employment.

For additional information please visit CalPERS.

Retiring from CalPERS

When you retire, you actually retire from CalPERS, not San José State. If you are planning to retire, meet with a CalPERS representative to discuss your date, options, and next steps. You should also meet with your SJSU Benefits Representative to discuss continued benefits, last day worked, and the clearance process from the university. Once we have your retirement date, Human Resources will process your retirement separation and prepare your final pay warrant.

How SJSU Works with CalPERS

The Benefit Representatives work directly with CalPERS for a variety of reasons:

  • Employees experiencing issues with their health coverage
  • Discrepancies with employee addresses
  • Following up on reported unused sick leave hours for retirees
  • Dental enrollment issues for retirees
  • Reporting service credit discrepancies
  • Appointment history updates

Please note: While all retirement documents are processed in a timely manner by the State Controller’s Office, it can take CalPERS up to three months to post the unused sick leave reported, which means you may receive an adjustment on your pension check. 


Spotlight On:

Workers’ Compensation

Workers' Compensation (WC) is a state-mandated, employer-paid benefit that provides medical care for employees who sustain occupational injuries or illnesses while working for or on behalf of the University. Covered employees include San José State University staff, faculty, special consultants, student assistants, work-study students, and appointed volunteers.

The University strives to provide a safe and healthy work environment. When a workplace injury or illness occurs, it is our job to see that employees receive prompt appropriate medical attention, and return to work as soon as they are able.

In the event you become injured on the job, your wellness is our primary concern. Please report all injuries to your supervisor within 24 hours, no matter how small they may be. We have created clear steps for Occupational Illness or Injury Reporting. Managers will need to complete an injury report form and provide a WC claim form to the injured employee. It is important to complete these forms and return them to HR within 24 hours after knowledge of an injury so that benefits may be activated in a timely manner in compliance with applicable WC laws.

The campus has partnered with the Student Health Center to provide our injured employees with first aid medical care and other Occupational Medicine Facilities to provide additional medical care, if needed. If an employee is unable to work as a result of an accepted Workers’ Compensation injury or illness, he or she may be eligible for Industrial Disability Leave (IDL) pay.

The Workers Compensation program is led by Kim Wilcott, Leave Program Manager, and coordinated by Michaux Burchard, HR Analyst. If you have any questions please visit the Workers' Compensation web page or send an email to Michaux Burchard or Kim Wilcott.

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 about the staff fee waiver program, attend the Intro to the Staff Fee Waiver Program HR 101 class on Tuesday, November 17 from 10:00 am to 11:00 am in Clark 547, course code TRCR06 or visit the Staff Fee Waiver page on the HR website. Contact Julie Wong at 408.924.2256 or if you have questions regarding this program.

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.

Buzz on...Kevin Jones


A member of the Payroll staff in Human Resources for 5 years, Kevin has 30 years of Human Resources experience. His prior experience includes companies like Bank of America and Long’s Drug Store. In his personal time, Kevin coaches little league baseball, and cheers for his beloved Oakland A’s and Raiders.

We asked Kevin a few questions to help you get to know him a little better.

Q. Where did you grow up?

A. My family and I are originally from St. Louis, Missouri. To answer the callings of the warm and scenic California, my mother moved us to Newark, CA when I was 13. Despite relocating, I consider myself to be a Bay Area native. 

Q. What do you like to eat?

A. One of my top picks for food is my specialty barbeque meats. I won’t share the secret recipe (one that has been passed down from my father) but I do pride myself in the way I prepare, smoke, and grill the meats.   

Q. What is your favorite spot on campus?

A. I don’t have a particular spot on campus that I gravitate toward, but I enjoy having an after-lunch walk with my colleagues through the neighboring communities, where beautiful houses decorate the streets of downtown San Jose. The neighborhoods provide a great environment for a walk, as they are typically shaded with large trees, offering a breeze.

Q. What is the most satisfying part of your job?

A. The most satisfying part of my job is when my supporting departments receive the correct check at the beginning of each month and there are no hiccups.

Q. How do you spend your time outside of work?

A. I am family-oriented and enjoy spending my free time with my wife, son and daughter. Over the weekend, I also enjoy doing household chores such as cleaning the garage, trimming back the trees, and other types of yard work. 

Q. Who is someone that inspires you?​

A. I am inspired by my wife and her beliefs. Without my wife, I would not be where I am today. 

Direct Deposit

Sign up for Direct Deposit!

All faculty, staff, and student assistants qualify for payroll direct deposit. With direct deposit:

  • There are no checks to worry about getting lost or stolen
  • You have same day access to your money—you can draw on your funds the same day your check is issued
  • There’s no need to run to the bank, wait in line, or find an ATM

Enrollment is easy! Complete the Direct Deposit Enrollment Authorization (PDF) and return it to Human Resources, UPD 3rd floor. 

Sign up now and be entered to win an SJSU blanket. It’s easy and it’s free!

People's Choice Voting on December 2nd Payday!
The staff in Human Resources will be decorating our doors for the holidays and we'd like you to be the judge! When you pick up your checks on December 2, take a stroll down the halls and vote for your favorite doors. More information to come...
Ever wonder what we tell your new employees?
Every Monday morning we meet with our new staff and management employees for two hours and go over a wealth of information. We update the presentation regularly to keep it current but the majority of the information does not change. Take a look at the New Employee Slideshow on our website. You never know, you might just learn something!

Upcoming HR Training & Events 

Nov 17, Tuesday TRCR06     Intro to the Staff Fee Waiver Program
Nov 19, Thursday TRHW23 Managing Your Health Through Nutrition
Dec 1, Tuesday   Planning Your Retirement
Dec 2, Wednesday   TRSD30 Just Do It: Strategies for Reducing Procrastination
Dec 8, Tuesday TRCR61 Intro to Skillport Learning Library
Dec 15, Tuesday BIT001 See Something, Say Something, Do Something
Jan 5, Tuesday TRSD42 Position Management Fundamentals
Jan 7, Thursday TRSD42 Position Management Fundamentals
Jan 15, Friday TRSD42 Position Management Fundamentals

See the Human Resources Training Calendar October – December 2015 for the full list of upcoming training classes and instructions on how to register.

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Mailing address: SJSU HR, One Washington Square, San Jose, CA, 95192, US
Last Updated Aug 31, 2022