Financial Services - Payroll Office
Frequently Asked Questions - Faculty and Staff
- When is
payday?
- How are
payroll checks and direct deposit notifications distributed?
- How are
address changes or corrections made for payroll files?
- How is a
name change made for payroll records and files?
- Where do
I complete my Form I-9?
- Do I need
to complete an Employee's Tax Withholding Allowance Certificate?
- Can I obtain
payroll information by telephone or fax?
- When Does
my payroll direct deposit become effective?
- Who do I
contact if I have questions about deductions from my payroll check?
- Are nonresident
alien (foreign visitor) employees handled differently in the payroll
system?
- If there
is a need to pay an employee at a time different than payday, how
do I make the request?
- Why is the gross pay (YTD) on the check stub or direct deposit notification different than the amount shown in box 1, 3, 5 and 16 of form W-2?
- SEANC Dues
- SEANC Insurance
- United Way
- Direct Deposit
- Deferred Tuition
- Credit Union
- Levies & Child Support
Payday is the last working day of the month. (If the last day of the month is on a weekend or holiday, payday is the last working day prior to the last day of the month.)
How are Payroll Checks and Direct Deposit Notifications distributed?
For employees awaiting Direct Deposit Pre-Note Verification, a payroll check will be issued and mailed to the address on file in the Payroll Department. Payroll checks cannot be picked up before payday.
Direct Deposit Notifications are sent, through Campus Mail, to the respective departments the day prior to payday.
How are address changes or corrections made for payroll files?
Addresses for payroll use are maintained on the HRS Payroll System. There is no interface between the HRS Payroll System and other systems on campus, such as the Banner System. Therefore, address changes for payroll use can only be made by completing a Payroll Address Change Form and submitting it to the Payroll Department by the 14th of the month. The address change form must be completed and signed by the employee and not by other persons.
How
is a name change made for payroll records and files?
Where
do I complete my Form I-9?
This form is not completed in the Payroll Department. Faculty and Staff employees must complete the I-9 form in the Human Resource Services office.
Do
I need to complete an Employee’s Tax Withholding Allowance Certificate?
All employees must complete the federal (Form W-4) and state (Form NC-4) to enable the payroll department to withhold the proper payroll income tax. If the employee does not complete and submit these forms to the payroll department, income taxes will be withheld treating the employee as SINGLE with 0 allowances. These forms are available to employees at the forms link on this website or in the Payroll Department and Human Resource Services offices. They must be completed and submitted to the payroll department by the 14th of the month. If necessary, they may be changed at anytime and will be effective in the month of the requested change if the request is received in the Payroll Department by the 14th of the month. Otherwise, the change will be effective in the following pay period. (Note: If an employee claims exemption from withholding on these forms, the exemption expires February 15th of the next calendar year.)
Can
I obtain payroll information by telephone or fax?
Request for Confidential payroll information will not be given over the telephone or fax machine. All Payroll Technicians prefer that an appointment be made to cover confidential information and questions that require research and discussion. They desire to be of assistance to all employees, but the assistance must be handle in a confidential and timely manner.
When
does my payroll Direct Deposit become effective?
Since all employees are required to be on Direct Deposit, it is imperative that the AUTHORIZATION AGREEMENT FOR AUTOMATIC DEPOSITS (Form PAS-20) be completed and returned to the Payroll Department by the 10th of the month. A VOID check or a copy of a VOID check must be attached to the form (No Deposit Tickets). If the form is received by the 10th of the month, the information will be processed in a Pre-Note File (a trial zero amount deposit), and if everything processes correctly, the Direct Deposit will become active in the current month. If the form is received after the 10th of the month, the Direct Deposit will become active the following month.
Who
do I contact if I have questions about deductions from my payroll check?
The following deductions are handled in the Payroll Department. Questions relating to other deductions should be directed to the Human Resource Services department.
Contact Teresa (TC) Nordan (334-5748) for the following:
Contact Carol Pistolis (334-5787) for the following:
Contact Debbie Wauford (334-5760) for the following:
Are Nonresident Alien (Foreign Visitor)
employees handled differently in the payroll system?
Yes. There are several factors
involved in making payments to and withholding taxes on NRA employees.
Therefore, all NRAs should contact Brooks Taylor, Tax Compliance
Officer, at (336)256-0384 to arrange an appointment to review the NRA's
status for payroll purposes.
If there is a need to pay an employee at a time different than payday, how do I make the request?
Exception Pay Request - See Policy 9.2 on the Business Affairs website (http://www.uncg.edu/bac/AB_Pol_09.2.html).
Why is the Gross Pay (YTD) on the Check Stub or Direct Deposit Notification different than the amount shown in Box 1, 3, 5, and 16 of form W-2?
Gross Wages are reduced by certain tax sheltered deductions to determine Taxable Wages. Some tax sheltered deductions are sheltered only for FICA Wages or only for Federal and State income tax wages. Some are sheltered for both FICA Wages and Federal and State Wages. Therefore, Box 1 and 16 may be a different amount than Box 3 and 5.
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