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New Employee Orientation

Last Updated: April 17, 2015

April 17, 2015

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Payroll Staff

Payroll Director Letty J. Lalu 328-4245

lalul@ecu.edu

Payroll Accountant & International Tax

Marci Copeland 328-0445

copelandm@ecu.edu

International Tax Specialist

Kristy Goggins 737-4792

gogginsk15@ecu.edu

Lead Payroll Technician

Tia Freeman 328-4161

freemand@ecu.edu

Payroll Specialist Cynthia Andrews

328-5462

andrewsc@ecu.edu

Payroll Specialist Cynthia Price 328-5461

pricecy@ecu.edu

Payroll Clerk Brenda Reese 328-6954

resseb@ecu.edu

Payroll/Admin Clerk Rosie Evans 328-6955

evansro@ecu.edu

Payroll Temp Sue Scott 328-5463

scotts@ecu.edu

April 17, 2015

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Primary Areas of ResponsibilityLetty Employee overpayments and collection, taxes, W-2s,

system integration and reporting,

Marci 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

April 17, 2015

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Permanent Employees-Paid Current

All permanent employees are paid semi-monthly (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

April 17, 2015

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Permanent EmployeesPayroll Calendar

PP Pay Period Start Date End Date Pay Date Day of Week1 1st Semi 1/1/2015 1/15/2015 1/15/2015 Thursday2 2nd Semi 1/16/2015 1/31/2015 1/30/2015 Friday3 1st Semi 2/1/2015 2/15/2015 2/13/2015 Friday4 2nd Semi 2/16/2015 2/28/2015 2/27/2015 Friday5 1st Semi 3/1/2015 3/15/2015 3/13/2015 Friday6 2nd Semi 3/16/2015 3/31/2015 3/31/2015 Tuesday7 1st Semi 4/1/2015 4/15/2015 4/15/2015 Wednesday8 2nd Semi 4/16/2015 4/30/2015 4/30/2015 Thursday9 1st Semi 5/1/2015 5/15/2015 5/15/2015 Friday

10 2nd Semi 5/16/2015 5/31/2015 5/29/2015 Friday11 1st Semi 6/1/2015 6/15/2015 6/15/2015 Monday12 2nd Semi 6/16/2015 6/30/2015 6/30/2015 Tuesday13 1st Semi 7/1/2015 7/15/2015 7/15/2015 Wednesday14 2nd Semi 7/16/2015 7/31/2015 7/31/2015 Friday15 1st Semi 8/1/2015 8/15/2015 8/14/2015 Friday16 2nd Semi 8/16/2015 8/31/2015 8/31/2015 Monday17 1st Semi 9/1/2015 9/15/2015 9/15/2015 Tuesday18 2nd Semi 9/16/2015 9/30/2015 9/30/2015 Wednesday19 1st Semi 10/1/2015 10/15/2015 10/15/2015 Thursday20 2nd Semi 10/16/2015 10/31/2015 10/30/2015 Friday21 1st Semi 11/1/2015 11/15/2015 11/13/2015 Friday22 2nd Semi 11/16/2015 11/30/2015 11/30/2015 Monday23 1st Semi 12/1/2015 12/15/2015 12/15/2015 Tuesday24 2nd Semi 12/16/2015 12/31/2015 12/23/2015* Wednesday*

April 17, 2015

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Temporary and Student Employees-Paid in arrearsAll 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:

April 17, 2015

Hiring Paperwork Complete by Pay Period deadline?

Employee Start Date

First Pay Date

Paid for:

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

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Temp and Student EmployeesPayroll Calendar

April 17, 2015

PP Pay Period Start Date End Date Pay Date Day of Week1 1st Semi 12/9/2014 12/31/2014 1/15/2015 Thursday

2 2nd Semi 1/1/2015 1/15/2015 1/30/2015 Friday

3 1st Semi 1/16/2015 1/31/2015 2/13/2015 Friday

4 2nd Semi 2/1/2015 2/15/2015 2/27/2015 Friday

5 1st Semi 2/16/2015 2/28/2015 3/13/2015 Friday

6 2nd Semi 3/1/2015 3/15/2015 3/31/2015 Tuesday

7 1st Semi 3/16/2015 3/31/2015 4/15/2015 Wednesday

8 2nd Semi 4/1/2015 4/15/2015 4/30/2015 Thursday

9 1st Semi 4/16/2015 4/30/2015 5/15/2015 Friday

10 2nd Semi 5/1/2015 5/15/2015 5/29/2015 Friday

11 1st Semi 5/16/2015 5/31/2015 6/15/2015 Monday

12 2nd Semi 6/1/2015 6/15/2015 6/30/2015 Tuesday

13 1st Semi 6/16/2015 6/30/2015 7/15/2015 Wednesday

14 2nd Semi 7/1/2015 7/15/2015 7/31/2015 Friday

15 1st Semi 7/16/2015 7/31/2015 8/14/2015 Friday

16 2nd Semi 8/1/2015 8/15/2015 8/31/2015 Monday

17 1st Semi 8/16/2015 8/31/2015 9/15/2015 Tuesday

18 2nd Semi 9/1/2015 9/15/2015 9/30/2015 Wednesday

19 1st Semi 9/16/2015 9/30/2015 10/15/2015 Thursday

20 2nd Semi 10/1/2015 10/15/2015 10/30/2015 Friday

21 1st Semi 10/16/2015 10/31/2015 11/13/2015 Friday

22 2nd Semi 11/1/2015 11/15/2015 11/30/2015 Monday

23 1st Semi 11/16/2015 11/30/2015 12/15/2015 Tuesday

24 2nd Semi 12/1/2015 12/8/2015 Tentative: Wednesday 12/23/2015

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View your Pay informationOn OneStop, Tools, Employee,

Pay Information

April 17, 2015

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Your Pay Information:example

April 17, 2015

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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.

April 17, 2015

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CLICK PERSONAL INFORMATIONCLICK ON INFO TO UPDATE

April 17, 2015

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TO UPDATE ADDRESS…SELECT PERMANENT ADDRESS….CLICK CURRENT….UPDATE INFORMATION…..CLICK SUBMIT

April 17, 2015

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Completing your Tax FormsUntil 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.

April 17, 2015

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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. 

April 17, 2015

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W-4 Worksheet

April 17, 2015

NEEDS update!

2015

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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

April 17, 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.

April 17, 2015

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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 six-page form including schedules and worksheets for the individual to complete to determine the appropriate withholding allowance.

Form NC-4 NRA: Nonresident alien employees

April 17, 2015

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NC-4EZ Worksheet

NC-4 Long form can be found at: http://www.dornc.com/downloads/wh_forms.html

April 17, 2015

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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

April 17, 2015

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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

April 17, 2015

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Electronic W-2Provide 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.  

April 17, 2015

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Sign up for Electronic W-2INSTRUCTIONS 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

April 17, 2015

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Direct Deposit Form

April 17, 2015

• 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.