OHR Payroll

In accordance with the State Controller’s Policy issued July 1, 2007, as a condition of employment, a person hired or appointed to a position in a state agency on or after August 1, 2007, and who is serviced by a payroll center administered by the Office of the State Controller, shall be required to accept all payroll related payments by direct deposit. The policy may be viewed on the State Controller’s Website.

Employees are expected to comply with the policy and enroll in the direct deposit service within five (5) days of being hired or rehired, and remain enrolled in the direct service feature during the tenure of their employment.

1. Complete the Mandatory Direct Deposit Notification for All State Employees Form and Direct Deposit Enrollment Form on the 1st day of hire and provide written documentation or a voided check showing the pre-printed employee name, bank name, routing number, and account number. If banking information is not available on the 1st day of hire, submit completed new hire paperwork to the Payroll Office within five (5) days of hire
2. Employees are encouraged to notify Payroll directly of any direct deposit issues, fraud, closed accounts or allocation changes.
3. In the event that a paper check is issued, mailed and not received, the employee should visit Payroll to complete a Lost Check Affidavit 10 business days after the issue date of the lost check.
4. All direct deposit updates require duo authentication of the employee submitting personal information changes to will take place in Payroll with an OHR Payroll Specialist to ensure security of personal information and reduce fraud attempts.

1. Enter Direct Deposit Enrollment Form
   1. Payroll staff will verify the identity of the employee via NCCU issued ID, State issued ID to determine their right to set-up or update the direct deposit information on file. Duo authentication in myEOL allows for the secure submission of signed Payroll documents through the Filelocker application.
   2. For security purposes, employees will be contacted at their university extension or email when enrollment or changes are requested via email or U.S. Mail to ensure the employee submitted the Direct Deposit Enrollment/ Change form.
   3. Blank starter checks will not be accepted. Documents must show that the employee is an owner of the account being used for Payroll Direct Deposit Disbursements.
2. Lost Check Affidavits
   1. Upon notification of a lost check payment, prepare the Lost Check Affidavit for the employee and obtain a completed NCCU HR/Payroll Direct Deposit Enrollment Form for the lost check payment to be reissued as a direct deposit.
3. Direct Deposit Compliance
   1. Payroll staff will contact the employee to set up direct deposit after the receipt of one check payment.
      1. If an employee is unable to open a bank account, staff will recommend alternative electronic payment options such as the Walmart Money Card or Green Dot Bank Card.
      2. The employee will be given five (5) days to submit direct deposit enrollment information.
      3. If an employee does not comply with the direct deposit policy, the employee’s supervisor will be notified to counsel the employee and/or prepare paperwork for dismissal to comply with the condition of employment requirement of the direct deposit policy.
4. ACH Returns and Corrections
   1. Upon receipt of an ACH Return Notification for Payroll disbursements, inactivate the direct deposit account.
   2. Notify the employee of the ACH Return and obtain a new direct deposit enrollment form to ensure continued compliance with direct deposit policy.

Payroll is responsible for the mandatory withholding and remittance of FICA Social Security, FICA Medicare, Federal and North Carolina State taxes.

New hires must complete the Federal Form W4 and NC State Tax Form NC4 within the first week of hire. Properly completed tax forms are set up by Payroll staff or elections are set to the IRS default of Single-0 in the absence of correctly completed tax forms. It is recommended by the Internal Revenue Service that taxpayers use the Tax Withholding Estimator to achieve their tax filing goals.

Tax exempt elections expire in February of the following year and must be renewed each new calendar year.

Federal and State Tax Forms

• IRS Individual Tax Withholding Estimator
• Federal Form W-4
• State Form NC4EZ

Students enrolled at NC Central University who receive payment for Work Study, Work Aid, Student Stipend and Graduate Assistantships are exempt from statutory FICA deductions under the Federal Insurance Contributions Act (FICA), as described by the Internal Revenue Service (IRS) and the Social Security Administration when enrolled full-time.

SHRA temporary employees enrolled at NC Central University will be subject to FICA taxation if their primary relationship with the University is that of an employee. If working part-time and attending NC Central University as a full-time student, FICA tax exemption may apply.

Foreign national (non-resident alien) employees holding J-1 or H1-B visas are exempt from FICA taxation while working under their approved Visa. Foreign national students holding F-1 Visas are exempt from FICA taxation while working and when enrolled part-time or full-time.

Based on the results of a tax assessment, foreign national employees may be subject to a tax treaty or non-resident alien taxation. Tax treaties are renewable annually based on the results of the tax assessment performed from the processing of a completed Foreign Visitor Information Form.

Foreign National employees who fail to submit the completed Foreign Visitor Information Form and required documents to perform a tax assessment will be taxed at the higher non-resident alien tax rate in compliance with IRS regulations and until the required documents are received.

Parking Decal Payroll Deductions

Policy: Parking Decal deductions are eligible to full-time permanent employees for monthly payroll deduction and are continued until Payroll is notified by Transportation and Parking Services that the Parking Decal has been surrendered.

Employee Responsibility

1. Faculty and Staff (full-time/permanent) will complete the Motor Vehicle Registration Form to obtain a new Parking Decal and select Parking Deduction on the form provided by the Transportation and Parking Services Office.
2. Each year, employees are required to sign up and pick up their new decal by the published date(s) from the Transportation and Parking Services Office.
3. To cancel a Parking deduction, complete a Parking Deduction Cancellation Form. Employees separating from the University should surrender their parking decal to the Transportation and Parking Services Office and complete the Parking Cancellation Form.

Payroll Responsibility

1. A payroll staff member receives the completed payroll deduction form from the Transportation and Parking Services Office and sets up the deduction for the current payroll period.
2. Payroll will confirm the set-up and cancellation of all Parking Decal requests.
3. The Parking deduction will continue until the employee surrenders their decal to Campus Police or changed.

North Carolina Central University offers several programs eligible for post-tax payroll deduction. Employees selecting participation in campus programs or voluntary benefit elections must contact the NCCU Benefits and Services unit or the benefit vendor and complete an Enrollment form to authorize payroll deduction. If cancelling the voluntary deduction, employees should contact the NCCU Benefits and Services unit or the benefit vendor directly to request cancellation of the voluntary payroll deduction. The NCCU Benefits and Services unit or the benefit vendor will provide Payroll with the approved Cancellation Form.

NCCU programs eligible for voluntary post-tax deductions are:

• Athletics Eagle Club and Season Tickets
• Campus Recreation Fitness Center Programs
• University Meal Plan
• University Foundation and Institutional Advancement

• AFLAC
• College Foundation
• NC Combined Campaign
• SEANC Insurance, Dues and Purchase Power
• Transamerica Assurance Company
• Voluntary IRS Tax Repayment Plan Deduction

The Bi-Weekly payroll is disbursed every other Friday for all Work Aid, Work Study and SHRA Temporary employees according to the published Bi-Weekly Payroll Calendar.

Employees paid on the bi-weekly payroll cycle are required to enter their work hours in Banner Employee Self-Service and submit a web timesheet to their supervisor for approval. Failure to open and submit the web timesheet during the pay period will result in a delay of the employee’s pay.

Links to the Web-time Entry Guidelines has been provided below for your reference and guidance in completing web timesheets.

• Acting as a Proxy – Banner SSB Proxy Set Up
• Approver Bi-Weekly Payroll Web Time Entry Guidelines
• Temporary Hourly Employees Bi-Weekly Payroll Web Time Entry Guidelines
• Work Study & Work Aid Students Bi-Weekly Payroll Web Time Entry Guidelines

The Monthly Payroll is disbursed on the last business day of each month for all EPA Faculty, EPA Non-Faculty, Adjuncts, Graduate Assistants, Undergraduate Hourly students receiving stipend payments and SHRA Exempt and Non-Exempt employees.

Some employees (EPA Non-Faculty and SHRA Exempt, SHRA Non-Exempt), paid on the monthly payroll are required to submit leave reports for processing their work hours and leave time for each pay period. Leave hours taken will be processed on the next monthly payroll.

Banner Employee Self Service provides a record of your earnings, pre-tax deductions, taxes and voluntary deductions for each pay period of the calendar year. Under the Employee Tab, select Pay Information and select the pay period to see your unofficial pay stub.

Your NCCU Direct Deposit Advice is emailed to you on pay day to your NC Central University issued email address. The Direct Deposit Advice is password protected for your security. Simply follow the directions on the email to open the Direct Deposit Advice. The official Direct Deposit Advice contains all current and year-to-date salary and deductions. It is recommended that you save this information in the event you need payroll documents for personal financial transactions.