Transcript New Employee Orientation Last Updated: September 1, 2015 September 1, 2015 Payroll Staff Interim Payroll Director & International Tax Marci Copeland 328-0445 [email protected] International Tax Specialist Kristy Goggins 737-4792 [email protected] Lead Payroll Technician Tia Freeman 328-4161 [email protected] Payroll.

New Employee
Orientation
Last Updated: September 1, 2015
September 1, 2015
1
Payroll Staff
Interim Payroll Director
& International Tax
Marci Copeland
328-0445
[email protected]
International Tax
Specialist
Kristy Goggins
737-4792
[email protected]
Lead Payroll Technician
Tia Freeman
328-4161
[email protected]
Payroll Specialist
Cynthia Andrews
328-5462
[email protected]
Payroll Specialist
Cynthia Price
328-5461
[email protected]
Payroll Clerk
Brenda Reese
328-6954
[email protected]
Payroll/Admin Clerk
Rosie Evans
328-6955
[email protected]
Payroll Temp
Sue Scott
328-5463
[email protected]
September 1, 2015
2
Primary Areas of Responsibility
Marci
Employee overpayments and collection, taxes, W-2s, system
integration and reporting,
Kronos Project Implementation, non-US citizen and permanent
resident tax compliance and 1042/1042S reporting, manual checks.
Kristy
Non-US citizen and permanent resident employee and student tax
Tia
Temp and Student (TS) and Semi-Monthly (SM) payroll processing,
Web-time, Mass time Entry (MTE) and Kronos support
Cynthia A.
Leave of Absence, termination and longevity calculations, pay
adjustment calculations, Core Banking, tax payments and wires
Cynthia P.
Web-time, Mass Time Entry (MTE) and Kronos support, Dual
employment, Holiday pay verification, overpayment administration.
Brenda
Direct deposit processing, Excess wage verification, web-time support
Rosie
W-4 and NC-4 processing, front office support, W-2 mailing and
returns
September 1, 2015
3
Permanent Employees-Paid Current
All permanent employees are paid semimonthly (24 pays per year) and paid
current.
 First pay date depends on when hiring
paperwork is finalized:

Hiring Paperwork
Complete by Pay
Period deadline?
Employee
Start
Date
First Pay
Date
Paid for:
Yes
2/9/2015
2/13/2015
2/9/2015 through 2/15/2015
No
2/9/2015
2/27/2015
2/16/15through 2/28/15 and
retro pay for 2/9-2/15/15
September 1, 2015
4
Permanent Employees
Payroll Calendar
PP
Pay Period
Start Date
End Date
Pay Date
Day of Week
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
1st Semi
2nd Semi
1st Semi
2nd Semi
1st Semi
2nd Semi
1st Semi
2nd Semi
1st Semi
2nd Semi
1st Semi
2nd Semi
1st Semi
2nd Semi
1st Semi
2nd Semi
1st Semi
2nd Semi
1st Semi
2nd Semi
1st Semi
2nd Semi
1st Semi
2nd Semi
1/1/2015
1/16/2015
2/1/2015
2/16/2015
3/1/2015
3/16/2015
4/1/2015
4/16/2015
5/1/2015
5/16/2015
6/1/2015
6/16/2015
7/1/2015
7/16/2015
8/1/2015
8/16/2015
9/1/2015
9/16/2015
10/1/2015
10/16/2015
11/1/2015
11/16/2015
12/1/2015
12/16/2015
1/15/2015
1/31/2015
2/15/2015
2/28/2015
3/15/2015
3/31/2015
4/15/2015
4/30/2015
5/15/2015
5/31/2015
6/15/2015
6/30/2015
7/15/2015
7/31/2015
8/15/2015
8/31/2015
9/15/2015
9/30/2015
10/15/2015
10/31/2015
11/15/2015
11/30/2015
12/15/2015
12/31/2015
1/15/2015
1/30/2015
2/13/2015
2/27/2015
3/13/2015
3/31/2015
4/15/2015
4/30/2015
5/15/2015
5/29/2015
6/15/2015
6/30/2015
7/15/2015
7/31/2015
8/14/2015
8/31/2015
9/15/2015
9/30/2015
10/15/2015
10/30/2015
11/13/2015
11/30/2015
12/15/2015
12/23/2015*
Thursday
Friday
Friday
Friday
Friday
Tuesday
Wednesday
Thursday
Friday
Friday
Monday
Tuesday
Wednesday
Friday
Friday
Monday
Tuesday
Wednesday
Thursday
Friday
Friday
Monday
Tuesday
Wednesday*
September 1, 2015
5
Temporary and Student EmployeesPaid in arrears
All temporary and student employees are
paid semi-monthly (24 pays per year) and
in arrears.
 First pay date depends on when hiring
paperwork is finalized:

Hiring Paperwork
Complete by Pay
Period deadline?
Employee
Start
Date
First Pay
Date
Yes
2/9/15
2/27/15
2/9/15-2/15/15
No
2/9/15
3/13/15
2/16/15 through 2/28/15 and
retro pay for 2/9-2/15/15
September 1, 2015
Paid for:
6
Temp and Student Employees
Payroll Calendar
PP
Pay Period
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
1st Semi
2nd Semi
1st Semi
2nd Semi
1st Semi
2nd Semi
1st Semi
2nd Semi
1st Semi
2nd Semi
1st Semi
2nd Semi
1st Semi
2nd Semi
1st Semi
2nd Semi
1st Semi
2nd Semi
1st Semi
2nd Semi
1st Semi
2nd Semi
Start Date
12/9/2014
1/1/2015
1/16/2015
2/1/2015
2/16/2015
3/1/2015
3/16/2015
4/1/2015
4/16/2015
5/1/2015
5/16/2015
6/1/2015
6/16/2015
7/1/2015
7/16/2015
8/1/2015
8/16/2015
9/1/2015
9/16/2015
10/1/2015
10/16/2015
11/1/2015
End Date
12/31/2014
1/15/2015
1/31/2015
2/15/2015
2/28/2015
3/15/2015
3/31/2015
4/15/2015
4/30/2015
5/15/2015
5/31/2015
6/15/2015
6/30/2015
7/15/2015
7/31/2015
8/15/2015
8/31/2015
9/15/2015
9/30/2015
10/15/2015
10/31/2015
11/15/2015
23
24
1st Semi
2nd Semi
11/16/2015
12/1/2015
11/30/2015
12/8/2015
September 1, 2015
Pay Date
1/15/2015
1/30/2015
2/13/2015
2/27/2015
3/13/2015
3/31/2015
4/15/2015
4/30/2015
5/15/2015
5/29/2015
6/15/2015
6/30/2015
7/15/2015
7/31/2015
8/14/2015
8/31/2015
9/15/2015
9/30/2015
10/15/2015
10/30/2015
11/13/2015
11/30/2015
Day of Week
Thursday
Friday
Friday
Friday
Friday
Tuesday
Wednesday
Thursday
Friday
Friday
Monday
Tuesday
Wednesday
Friday
Friday
Monday
Tuesday
Wednesday
Thursday
Friday
Friday
Monday
12/15/2015
Tuesday
Tentative: Wednesday 12/23/2015
7
View your Pay information

On OneStop, Tools, Employee, Pay
Information
September 1, 2015
8
Your Pay Information:example
September 1, 2015
9
TO UPDATE YOUR PERSONAL
INFORMATION INCLUDING
ADDRESS AND PHONE NUMBERS
IN ONE STOP



GO TO ONE STOP TOOL PAGE
UNDER THE BANNER TAB
CLICK BANNER SELF SERVICE.
September 1, 2015
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CLICK PERSONAL INFORMATION
CLICK ON INFO TO UPDATE
September 1, 2015
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TO UPDATE ADDRESS…SELECT PERMANENT
ADDRESS….CLICK CURRENT….UPDATE
INFORMATION…..CLICK SUBMIT
September 1, 2015
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Completing your Tax Forms

Until you complete your tax forms, the IRS and
NCDOR mandate that we establish your status
as Single and number of allowances as Zero-the
highest possible tax rate.

Please remember that the University and it’s
employees are not able to give advice on the
completion of the Tax Forms.
◦ Review the resources available on the ECU Payroll
Web Site, consult with your tax advisor or contact
the IRS and/or NC DOR at 877-252-3052 if you have
any questions.
September 1, 2015
13
International Employees

Employees on a temporary visa are required to visit the payroll office annually to do a tax
assessment to determine taxation and potential eligibility for tax treaty benefits.

Employees who do not meet the substantial presence test for resident alien, can only
claim one allowance for federal and zero allowance for state withholding, and will be taxed
at the higher nonresident alien rate (some exceptions apply for Canada, Mexico, Korea,
and India).

Green card holders and resident aliens for tax purposes are taxed the same as US citizen.

Employees on a temporary visa being taxed as a nonresident alien may be exempt from
FICA tax depending on the visa type (F-1, J-1, M-1, Q-1) used to enter the United States
and compliance with the terms of that visa.

Employees on a temporary visa taxed as a resident alien may be exempt from FICA only if
they meet the student FICA exemption which is the same for a US citizen that is based on
enrollment/thesis.
September 1, 2015
14
W-4 Worksheet
NEEDS update!
September 1, 2015
15
NC State Tax Changes - 2014
The North Carolina General Assembly enacted House Bill
998 effective January 1, 2014.
 The new law set a single income tax rate and makes
substantial changes to the taxable income calculation.

◦ 2014 single income tax rate = 5.8%
◦ 2015 single income tax rate = 5.75%

Under this new law, all taxpayers will pay a NC income tax
rate of 5.75% (2015) and be granted a higher standard
deduction.

Standard Deduction:
◦ Single, Married, Qualifying Widower = $7,500.00
◦ Head of Household = $12,000.00
September 1, 2015
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NC State Tax Changes - 2014





Taxpayers may no longer claim a personal exemption for
themselves, their spouse, children, or any other qualifying
dependents.
Additionally, many deductions and tax credits that affect North
Carolina withholding tax are no longer available for tax years
beginning on or after January 1, 2014.
How you determine the number of allowances for tax year 2014
and beyond will differ from Federal tax.
Most taxpayers will not be entitled to as many allowances, and as a
result, more taxpayers should claim zero (0) allowances.
Taxpayers expecting to have allowable itemized deductions
exceeding the standard deduction ($7,500 for single or married) or
allowable adjustments to income may claim additional withholding
allowances. One additional allowance may be claimed for each
$2,500 that the itemized deductions are expected to exceed the
standard deduction and for each $2,500 of adjustments reducing
income.
September 1, 2015
17
Which form should I use?
Form NC-4 EZ:
 This new, simpler form will likely suffice for most employees. Employees
should use this form if they plan to claim the NC standard deduction and
plan to claim no tax credits or only the credit for children, if they qualify to
claim exempt status, or if they prefer not completing the extended Form
NC-4. Employees should understand Form NC-4 EZ can still be
used even if they plan to itemize deductions for their tax filing.
Form NC-4:
 Extended withholding form which may provide more precise withholding
figures, but will require historical tax return information and estimation of
2015 income, deductions, and credits from the employee. Form is a sixpage form including schedules and worksheets for the individual to
complete to determine the appropriate withholding allowance.
Form NC-4 NRA:

Nonresident alien employees
September 1, 2015
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NC-4EZ Worksheet

NC-4 Long form can be found at:
http://www.dornc.com/downloads/wh_forms.html
September 1, 2015
19
To Update your NC4 in One Stop
Through One-Stop Banner Self Service:
•
•
•
•
•
•
•
•
•
•
•
Select Employee
Select Tax Forms
State Employee’s Withholding Allowance Certificate NC4
Select Update
Choose your Filing Status
Choose your Number of Allowances
Choose any Additional Amount if desired
Select Certify Changes
Click in the box to certify your changes
Click Submit
View your confirmation
September 1, 2015
20
To Update your W4 in One Stop
Through One-Stop Banner Self Service:
•
•
•
•
•
•
•
•
•
•
•
Select Employee
Select Tax Forms
Federal Employee’s Withholding Allowance Certificate W4
Select Update
Choose your Filing Status
Choose your Number of Allowances
Choose any Additional Amount if desired
Select Certify Changes
Click in the box to certify your changes
Click Submit
View your confirmation
September 1, 2015
21
Electronic W-2

Provide consent to receive your W-2
electronically for:
◦ Earlier access to the Form W-2
◦ Guaranteed delivery to you only…no possibility of the
Form W-2 being lost, stolen, delayed or misplaced by the U.S
mail service.
◦ Easy access to duplicate copies if needed.
By consenting to receive your Form W-2 electronically, you
agree to return to Employee Self Service to view and/or print
your Form W-2 on-line.
Consent will be valid for all future tax years unless you revoke
consent or employment is terminated.
September 1, 2015
22
Sign up for Electronic W-2

INSTRUCTIONS TO PROVIDE CONSENT:
◦ From the OneStop Tools page, in the Banner Section,
click on Banner Self Service
◦ Click on Employee
◦ Click on Tax Forms
◦ Click on Electronic W-2 Consent
◦ Read information and instructions on page
◦ Check “My Choice” box
◦ Submit
◦ You’ll receive an email confirmation showing you have
consented to receive your W2 electronically
September 1, 2015
23
Direct Deposit Form
•
If the employee doesn’t know their Banner ID, they may record the last four digits of
their SSN.
•
The check or letter MUST show the account holder’s name
•
Reminder: If you change banks – verify receipt of direct deposit form and change before
closing old account.
September 1, 2015
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