Payroll and Tax Services

Payroll CERTS/Schedules


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.

Certs Processing Procedure

Certs Role Grid

Reconciliation ALT CERTs GEMS

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

Payroll Certification Reports

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

(PCAF) Adjustment Form

 Payroll Bi-weekly Schedules

       2023-2024 Schedule - Revised 10/17/2023

       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.

Definition of Payroll Terms