NORTH CAROLINA STATE UNIVERSITY PAYROLL OFFICE
PAYROLL PRESS
VOLUME 1 ISSUE 2 SEPTEMBER 1995
PLEASE CIRCULATE AND SHARE THIS NEWSLETTER WITH ALL INTERESTED PARTIES!
- PAYROLL USER MEETING
- The next Payroll User meeting is tentatively scheduled for November. Details will be distributed soon.
- ADMINISTRATIVE SERVICES CENTER MAILBOX
- Due to the recent cut in University Mail Services, we recommend using the University Payroll mailbox located in the parking lot of the Administrative Services Center, especially for meeting University Payroll deadlines
- AUTOMATIC PAYROLL DEPOSIT (DIRECT DEPOSIT)
- Due to the limitations of our current payroll system, we cannot split deposits between savings and checking accounts. Employees may choose to have salaries deposited into a savings OR checking account, not both.
- DEDUCTIONS
- SAVINGS BONDS - Questions regarding bond values, purchase prices, and possible deduction amounts should be directed to the University Benefits Office, 515-2151.
- PREPAID - Please remember that certain deductions are prepaid, i.e. the deduction taken in this month’s check is for next month’s coverage or benefit. These include health, life, and accidental death insurance.
- FAX NUMBER
- The University Payroll Office fax number is 515-2130.
- I-9 EMPLOYMENT ELIGIBILITY VERIFICATIONS
- Do not send any I-9 forms to University Payroll. These forms and questions should be directed to the appropriate personnel office listed below:
- HUMAN RESOURCES:
- SPA Temp - send copy to Kathy Carmody, Box 7210
- SPA Perm - send original to Kathy Carmody, Box 7210
- ACADEMIC PERSONNEL:
- EPA Temp - do not send original nor copy
- EPA Perm - send copy to Box 7101
- Grad - send copy to Box 7101
- KRONOS AUTOMATED TIMEKEEPING SYSTEM
- HELP DESK - Questions regarding the Kronos system should be directed to Signa Franklin, 515-4366.
- LABOR DISTRIBUTION
- Questions about labor charges should be directed to the University Budget Office, 515-2175.
- LOST OR STOLEN CHECKS
- If a payroll check is lost or stolen, the employee should contact Ruth Willis (515-7818) or Susan Parrish (515-7809) in University Accounting Special Functions.
- MANUAL CHECKS
- BIWEEKLY DEADLINE - Requests for manual checks for biweekly employees must be received in University Payroll by NOON on the Tuesday following the biweekly payday.
- DISTRIBUTION - University Payroll does not mail manual checks or employees. The employee or request preparer must come to University Payroll on the scheduled manual check payday. Picture identification is required for release of the check.
- FAX - University Payroll accepts faxes of Form PA340, Request For Manual Check. For biweekly temporary employees, fax the request to University Payroll 515-2130; for SPA employees, fax the request to Salary Administration 515-7543; for EPA employees, fax the request to Academic Personnel 515-1967.
- OUT-OF-STATE WORK ASSIGNMENTS
- The University Payroll Office continues to discover employees stationed out-of-state or out-of-country as a result of the employee calling to request various forms. IT IS THE RESPONSIBILITY OF THE DEPARTMENT TO INFORM UNIVERSITY PAYROLL, IN ADVANCE, OF OUT-OF-STATE OR OUT-OF-COUNTRY ASSIGNMENTS FOR ALL CATEGORIES OF EMPLOYEES - SPA, EPA, GRADUATE, AND TEMPORARY EMPLOYEES. As soon as you learn of an employee being sent out-of-state or out-of-country, please complete Form PYRL13, NCSU Notice of Employee Working Outside of North Carolina, and submit it to University Payroll. This form is available in the Administrative Procedures Manual, Section G, Statement 5B.
- An employee stationed outside of North Carolina is not subject to North Carolina income tax withholding, but may be subject to withholding in the state of assignment. We cannot initiate the required transactions to withhold, accumulate, and report information to meet federal and/or state compliance requirements without the timely notification from departments. Penalties and interest for noncompliance will be charged to the responsible department. Please contact Franki Senter at 515-4369 for more information.
- PAYROLL REFUND DEPOSITS (PRDs)
- Due to the increased volume in salary overpayments, the University Payroll office turnaround for an overpayment work-up is currently sixty (60) days. Unfortunately, increased volume in this area has made it impossible to provide immediate turnaround on this information. You will receive notification of the overpayment amount sixty (60) days after personnel approval of the PICS action.
- PAYSTUBS
- RETENTION - Employees should retain all paystubs for their records.
- ABBREVIATIONS - The following abbreviations appear on employee paystubs:
- TSERS - Teachers/State Employees Retirement
- OASDI - Social Security Tax (retirement)
- HI TAX- Social Security Tax (medicare)
- FED W/H - Federal Withholding Tax
- NC W/H - North Carolina Tax
- PICS APPOINTMENTS
- Please direct questions to the appropriate personnel office:
- SPA Temp- Human Resources, 515-7929
- SPA Perm- Human Resources, 515-7929
- EPA Temp- Academic Personnel, 515-5849
- EPA Perm- Academic Personnel, 515-2193
- Graduate - Academic Personnel, 515-2193.
- PICS BIWEEKLY AUTOMATED TIMEKEEPING SYSTEM
- HELP DESK - Direct questions regarding the PICS time records to Payroll Processing, 515-4350.
- FAS DISTRIBUTION - Charges for overtime or holiday premium pay will be charged to the same FAS account and at the same percentages as the regular earnings distribution. You cannot enter a different account or percentage distribution on the timesheet.
- TEMPORARY APPOINTMENTS - University Payroll is not responsible for the appointment side of the automated biweekly system. If you have any questions about fields on the appointment screen or approvals, contact the appropriate personnel office:
- SPA - Human Resources, Wanda Karangelen 515-7929
- EPA - Academic Personnel, Karen Moore 515-5849.
- Please note that biweekly appointments must be on the PICS system by 5pm on Friday preceding the Wednesday timesheet cutoff. This allows the personnel offices sufficient time to process appointments prior to departments entering timesheets in the system.
- TRAINING MANUAL - The PICS Automated Timekeeping System Manual is now on the Web at http:/www.acs.ncsu.edu/Budget/Picsman/geninf.htm.
- TRAINING - If you have new staff members who need training on the timekeeping system, please call Chris Morris at 515-1500.
- SOCIAL SECURITY CARD
- A copy of the social security card should be sent to University Payroll for all new employees. Employees should not be entered into the PICS system without having first produced a social security card.
- SOCIAL SECURITY NUMBER CHANGES
- To change any employee’s (SPA, EPA, Graduate, Temporary) social security number in the PICS system, select SSN CHANGE from the PICS Main Menu and follow the outlined instructions. DO NOT CREATE A NEW PICS ACTION TO CHANGE SOCIAL SECURITY NUMBERS. Send a copy of the social security card to Signa Franklin, Box 7233, and mark the envelope ‘Personal and Confidential.’
- SOCIAL SECURITY TAX EXEMPTION
- OLD FORMS - Please discard any versions of the Student Social Security Tax Exemption Certificate (Form PYRL09) dated prior to 3/95.
- ACADEMIC YEAR - The academic year begins with the First Summer Session.
- SUPPLEMENTAL PAY FORM PA335
- When completing Form PA335, please include your name and telephone number on the department line. This information is critical when attempting to contact the preparer for information or clarification.
- TAX WITHHOLDING
- FORMS - Tax withholding forms W-4, NC-4, 8233, and W-5 should be sent to University Payroll.
- TAX ADVICE - The University Payroll Office cannot offer tax advice or assistance to employees. Please contact the appropriate tax withholding department or your tax advisor. Internal Revenue Service (IRS) 1-800-829-1040. North Carolina Department of Revenue 1-919-733-4682.
- VERIFICATION - All tax forms should be checked for completeness by the departmental payroll coordinator. This includes name, social security number, allowances, and signature.
- FORM W-4 - If an employee is claiming exemption from federal income tax, Lines 5 and 6 of the form must be left blank.
- FORM NC-4 - If an employee is claiming exemption from state income tax, enter the year on Line 6.
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