Electronic Timekeeping 

  • What change is being made?

    All employees will be required to report time through the George Fox Timekeeping System.

  • When will this change go into effect?

    September 1, 2018

  • Why is this change being made?

    Keeping accurate records of time worked and time off greatly benefits both George Fox University as well as it’s employees.  Accurate time records enable efficiency, accuracy and compliance with employee pay and benefits.

  • How much time off do I receive?

    4.5 Paid Time Off - George Fox Employee Handbook

  • What constitutes the use of sick hours?

    Report sick hours on any day you are scheduled to work and are unable to due to a qualifying event.

  • I don’t work a traditional schedule, how do I know how many hours to report as sick time?

    Report sick time for any scheduled commitments missed due to qualifying event.  

    Scenario: An employee is home with a sinus infection.  They are able to work remotely, for example grading papers or data entry. Would this time be considered sick time?

    No.  George Fox University allows employees to work from home if possible and approved by a supervisor.  See policy.

  • What is a qualifying event?

    Sick leave may be used for one’s own illness or for the illness of a dependent child, spouse, parent, or parent-in-law who requires care or as otherwise required by law. It may also be used for doctor or dentist appointments for the employee or a dependent child or to accompany a spouse, parent, or parent-in-law to a doctor appointment if the person’s medical condition makes assistance necessary. Sick leave may also be used under the federal Family Medical Leave Act (FMLA), the Oregon Family Leave Act (OFLA), or both to care for a family member listed above or an adult child if a serious health condition exists. (More information about FMLA/ OFLA leave is provided in Section 4.6, Other Time Off.) Sick leave may be used either in full-day increments or in hourly increments. Sick leave used for routine, scheduled doctor or dentist appointments or foreseeable medical procedures should be arranged in advance with the employee’s supervisor.

  • How do I access the system?

    Log in to MyGFU and locate "Timekeeping" in the staff resources section.

  • How do I use the system?


(To save downloading time, right click and save the timesheet
to your hard drive before opening it.)


Complete this form if you are a temporary employee.

FULL-TIME AND PART-TIME, hourly (non-exempt) employee timesheet




Hourly Time Sheet Instructions for Regular, Hourly Employees

  • Hourly time sheets are available on the employee empowerment webpage under Payroll and Performance Forms
  • Each employee should record actual hours worked and/or actual time off on the time sheet each day.
  • If there are blank work days on a timesheet or days indicated as zero hours worked, it will be assumed the employee did not work those days and will be charged to vacation if available; otherwise, the employee’s pay will be reduced the next pay day.
  • Because time sheets are not received until early the following month, any overtime pay, reduced pay, or other pay adjustments are calculated and applied to the following month’s pay.
  • Each support staff member and his or her supervisor are required to sign the time sheet verifying its accuracy. 
  • Signed time sheets should be submitted to the Employee Empowerment Office the first week of the month following the end of the pay period.

Requisitions, Applicant Pool, and Background Checks

The University is still using People Soft's, Approval to Recruit Form for requesting authorization to hire. However Applicant Pool, an applicant tracking system is used for advertising positions and collecting applications. For a step by step guide through both of our systems, email Kara Holcombe at We welcome your feedback!

All offers of employment are contingent upon completing and successfully passing a background check. Hiring managers, please have your selected candidate read the disclosure form and complete the Background Check Authorization form. All signatures MUST be hand written. Computer generated signatures are not accepted. Once complete, forward the form to Kara Holcombe in the Office of Employee Empowerment for processing.

Payroll Forms - Employment Forms

Form W-4 Employee's Withholding Allowance Certificate
Note: is a good resource for estimating take-home pay under a variety of scenarios and may assist you in determining how many allowances to claim on your W-4 form so the proper taxes are withheld.

Form I-9  Employment Eligibility Verification (Expires 8/31/2019) The I-9 Form MUST be completed and submitted to the Employee Empowerment Department within 3 days of the employees hire date.

Direct Deposit Form This form is a Fillable PDF. Just fill it out online and then print, sign it, and send it to HR Box 6108 with a voided check attached.  If you have trouble with the form, try right-clicking on the link and save it to your desk top to complete and print.

Check request for payments to current employees or students, AND for payments to people who have provided services to the university and should be paid through the Office of Employee Empowerment. If you have questions, please call 503-554-2180. Check requests for people who are new to George Fox payroll MUST be accompanied by completed W-4 and I-9 forms.

References for supervisors:

Miscellaneous Forms

Vacation Accrual Schedules:

W-2 Information

2017 W-2's have been mailed and posted in MyGFU. Items in Boxes 12a–12d are required by IRS. The amount (if any) in Box12a labeled “C” is the taxable cost of your group term life insurance paid by George Fox in 2017. (This amount was also included in your pay as taxable income throughout 2017.) The amount (if any) in box 12b labeled “E” is the contribution you made to a supplemental retirement plan beyond the 3 percent that the university matches. The amount (if any) in box 12c labeled "DD" is the total of: your contributions (premiums) to health, dental, and pre-tax supplemental insurance (such as Aflac), plus employer contributions to health and dental insurance. This figure is now required to be on the W-2 form. It is for your information only--these benefits continue to be non-taxable.

Box 14 shows the amount of your contribution to the university-sponsored retirement plan. This represents 3 percent of your pay in 2017 from the time you began participation. Once an employee begins participation in the George Fox Retirement Plan, it is a requirement to continue.

Employees (and their tax preparers) often ask why the amount in Box 1 is different than the amount listed in Box 3 and 5. Because any contributions you made to the retirement plan(s) are not subject to income taxes, those amounts (shown in 12b and 14) are not included in Box 1. However, those contributions are still subject to Social Security and Medicare (FICA) taxes, so they are included in the amount shown in both Box 3 and 5. If you add the amount in Box 1 to any amounts in Boxes 12b and 14, the total should equal the amount in Box 3 and 5.

How to balance your W-2 subject wages back to the year to date wages on your December paystub:

Federal and State
Take the total year to date gross from your December paystub, subtract the year to date total of the Before Tax Deductions, add the year to date total Employer Paid Life Ins* located in the box labeled Employer Paid Benefits.

FICA (Social Security & Medicare)
Take the total year to date gross from your December paystub, subtract the year to date Before Tax Deductions amounts for Medical, Dental, Flex Spending and or Dependent Care, add the year to date total Employer Paid Life Ins* located in the box labeled Employer Paid Benefits.

Problems viewing your payroll information in MyGFU? Click Here.

We welcome your suggestions for additional links to forms and resources. Contact Katie Sol.