Payroll and Tax Services
The university uses a web-based process to collect and record all employees' biweekly payroll activities. All departments use the Payroll Certification System (CERTS) to prepare and approve their biweekly payroll transactions. Departments will enter the Payroll Certification System through the MyUSF Portal.
Departmental Roles in CERTS
In CERTS, there are two levels of department access - preparers and certifiers. The Preparer Table is stored via CERTS Online, and will be maintained by the department certifier(s). The certifier information is maintained by the Payroll Department. A department certifier or accountable officer should send a signed letter or memo to the University Payroll Office when requesting a change to their department certifier record.
Segregation of Duties
An individual can be included on both the "Preparer" and "Certifier" tables. This will allow them to perform both functions. However, the same individual cannot perform both functions for the same employee within a single pay period. The certifier is responsible for assuring the accuracy of the payroll certifications.
Compare Payroll CERTS to Actual Time Records
It is recommended that information entered into the Payroll Certifications be compared to actual time records by someone independent of the preparation process to ensure accuracy of the information entered.
The Payroll Certification Process
Corrections to Information Certified Online
In rare cases, when there are corrections needed to information certified online, the following process can be used to submit a change request after the CERTS are closed.
Payroll Certification (PCAF) Form Instructions
Payroll Bi-weekly Schedules
2023-2024 Schedule - Revised 1/27/2023
2022-2023 Schedule - Revised 9/28/2022
Important Deadlines for Processing
The bi-weekly schedule contains many important deadlines for processing employment related actions in GEMS including all Payroll deadlines.