For New Foreign National Employees
Welcome to NC State University. Whether you are a student who also has a job on campus or you are receiving a Fellowship or you are a PostDoc or a Professor there is one thing you all have in common – you are all going to be receiving a paycheck from the University. Below you will find the information and instructions you need to make sure that happens.
Social Security Number
You must have a Social Security number to receive a paycheck. If you do not have a Social Security Number you will need to apply for one with the Social Security Administration. Until you provide University Payroll with a copy of your Social Security card you will not be eligible to participate in the Direct Deposit program. Instead, you must pick up your paycheck each payday in the International Employment and Taxation Office
Employee Self Service
Employee Self Service (ESS) is online resource accessible from anywhere there is an internet connection. Through ESS you can complete your direct deposit enrollment, view and print your pay statement, print out your W-2 year-end tax statement and more. To access Employee Self Service, log into MyPack Portal using your unity ID and password. From your MyPack Portal homepage click on the "For Faculty & Staff" tab at the top of the page. You will see “Employee Self Service” in the middle portion of the screen. Your access to ESS should be available on your first day of employment. If it isn't there on your first day, wait until the next day and check again. Your department needs to enter all of your "new hire" information into the HR system before you are granted access to Employee Self Service.
Step by Step guide for accessing Employee Self Service
Tax Withholding
All Foreign Nationals who will be receiving a paycheck or fellowship payment from the University must meet with the Foreign National Tax Specialist for a tax assessment. You cannot update your tax status online and paper forms will not be accepted.
Many Foreign Nationals are exempt from paying some, if not all, US taxes, however you will not receive this exemption until you have your tax assessment.
To request an appointment, send an email to: foreignnationaltax@ncsu.edu
Direct Deposit
All employees are required to enroll in the University Direct Deposit program as a condition of employment. As soon as you provide University Payroll with a copy of your Social Security card you will need to enroll in this program. If you enter this information prior to providing a copy of your Social Security card, the information will be inactivated.
To enroll, go to the "Employee Self Service" section of MyPack Portal and choose the option "Payroll & Compensation". Select the "Direct Deposit" option on the "Payroll & Compensation" page.
Entering your bank account information
You have the option of depositing your paycheck into one, two or three (US) bank accounts. You willl need to know the routing number and account number for each account. These numbers can be found on the bottom of your personal checks. If you do not have checks or if you are depositing part or all of your paycheck into a savings account, contact your bank(s) for the routing and account number for each account. (The number on your ATM or Debit card is NOT your bank account number).
For step by step instructions on entering your bank account information, please view our Direct Deposit webpage.
The deadline for entering this information for each payday is listed on the bi-weekly and monthly payroll schedules.
Reviewing your Pay Advice
A statement of what you are being paid, including what taxes are being deducted, is available for viewing online via Employee Self Service three (3) days before the bi-weekly payday and seven (7) days before the monthly payday. Select “View Paycheck” under Payroll and Compensation for a list of all your paychecks. The most current paycheck will display at the top of the list.
The Pay period begin and end date, as well as the check date is also in the upper right hand side of the statement. The check date is the date the funds will be deposited into your bank account or the date the check will be available for pick up.
Pay Schedule
Here are links to a list of paydays for both the bi-weekly (student employees) and monthly (faculty, staff and post docs)payrolls and the pay periods they cover:
Bi-weekly Payroll Schedule
Monthly Payroll Schedule
Year End Tax Statement
All Foreign Nationals who are receiving wages or a fellowship/scholarship from the University will receive either a W-2 or a 1042S or both at the beginning of each year for the prior calendar (tax) year. You will need these statements to file your income tax returns.
W-2 Tax and Earnings Statement are processed in January for the wages you received in the prior calendar year. There are two ways you can receive this statement. You can review and print the W-2 in Employee Self Service or we can print you copy. If you prefer to print your own copy, please let us know by “consenting” to not receive a paper copy from us.
Under Payroll and Compensation you will see W-2/W-2c Consent. Check the box and follow the instructions for confirming your consent.
1042-S Forms are processed in February of each year for the prior calendar year. The University will provide Form 1042-S to those of you who qualify for one. These forms are currently not available electronically. They will be sent to your department for distribution by February 28th.