Frequently Asked Questions

Payday is the last business day of the month. If the last business day of the month falls on a weekend or holiday, payday is the last working day prior to the last business day of the month. The month of December is an exception. For more information, go the Banner HR webpage.

Yes, effective July 1, 2007, Payroll Direct Deposit is required for all UNCG employees (including all Students and Temporary Employees). This mandate includes employees who are receiving a one-time payment. After July 1, 2007, all new employees, or employees not currently on Direct Deposit must sign up for direct deposit.

• Payroll Quick Reference Guide

Since all employees are required to be on Direct Deposit, as a condition of employment (Payroll Policy 1), new employees, once you receive your University Identification Number, please log into UNCGenie Self-Service to enroll in the direct deposit program. If completed by the 10th of the month and your job is set up in the Banner HR System, the information will be processed in a Pre-Note File (a trial zero amount deposit), and if everything processes correctly, the Direct Deposit will become active in the current month. If the form is completed after the 10th of the month, the Direct Deposit may become active the following month provided your job is active in that month.

Any CHANGES to bank information will require you to complete the UNCG Direct Deposit Enrollment and Change Screen on UNCGenie, Direct Deposit Maintenance.The Banking information that you provide will be used to generate a “Prenote” process/status that is used to better ensure that the banking information is a valid banking routing number and account number. Due to the timing of this process with our Financial Institution, your initial payment may be made via check. Failure to make the necessary change on UNCGenie in a timely manner may cause your pay to be delayed.

Payroll Check Distribution with Direct Deposit enrollment:
When the employee has signed up for direct deposit enrollment but due to timing, the information has not been processed, then a manual payroll check will be issued. The Payroll Office will email the employee to inform the employee that the check will be available for pickup one business day prior to end of month payday after 2:00 pm or mailed to the employee’s Payroll Address that is in UNCGenie.

ALL EXCEPTION CHECKS will be issued via paper check. The Payroll Office will email the employee to inform the employee that the check will be avail for pickup on payday after 2:00 pm or can be mailed to the employee’s Payroll Address that is in UNCGenie.

Payroll Check Distribution without Direct Deposit enrollment:
When Direct Deposit enrollment has not been completed as required by the University, that a paper check will be issued. The Payroll office will email the employee to inform the employee that the check will be available for pickup one business day prior to payday after 2:00 pm. However, enrollment in the University direct deposit program is required to continue working at the University. Employee’s can enroll in the direct deposit program using the UNCGenie direct deposit enrollment program.

• Payroll Quick Reference Guide

Banner Employee Self Service through UNCGenie is an on line resource system that you can access using your University ID and pin. Through UNCGenie, you can sign up and maintain your direct deposit, view your monthly pay statement, and change your payroll address. UNCGenie can be accessed by going to the UNCG home page and selecting the UNCGenie icon in the upper right corner of the UNCG home page. Then select Enter Secure Area, Login here to view your personal information.

Review your monthly pay statement by using the Instructions for Logging on to Banner Self-Service for Pay Information.

It is important to maintain your current payroll mailing address for the year-end W-2 mailing process and so that important payroll related information can be mailed to you personally. Addresses for payroll are maintained by the employee using the UNCGenie system. You will need to follow the instructions on the Payroll Quick Reference Guide. Updating other Addresses does NOT automatically update your Payroll Address.

When a name change is necessary, you will need to fill out the Name Change Request Form, a copy of the new Social Security card must be signed. The form and a copy of the Social Security Card can be presented in the Payroll Office (821 S. Josephine Boyd) or uploaded in the Payroll Secure File Submission or faxed to the Payroll office at 336.334.3131. DO NOT SEND via email. If you do not have a copy of the Social Security Card with the name change, no change will be made in the Banner HR Payroll System. The information must be in the Payroll Office by the 10th of the month to be effective in the current month.

This form is NOT completed in the Payroll Department. Faculty and Staff will be sent an I-9 notification email to complete electronically.

Upon hire, the federal tax (W-4) withholding and state (NC-4) withholding for all new employees are set to the the default withholding status of “Single” with “0” allowances in accordance with tax regulations. If you want your tax withholding to be set otherwise, please complete the applicable Form W-4 or Form NC-4 as referenced below. In accordance with tax regulations, withholding adjustments cannot be made retroactive. [Note: If an employee claims exemption from withholding on these forms, the exemption expires February 15th of the next calendar year.]

If you are a Foreign National, please reference the special instructions for nonresident aliens by visiting the Foreign National Tax Guide and clicking on “Special Instructions on Forms” and email payroll.tax.nra@uncg.edu to schedule an appointment for a tax assessment before you can start being paid by the University.

• Form W-4: UNCGenie W-4 Instructions
  • Changes to W-4 only. This functionality allows you to update your W-4 withholdings through UNCGenie, rather than manually preparing the W-4.
• Form W-4
  • Employees Withholding Allowance Certificate (Federal) for New Enrollment.
• Form NC-4: UNCGenie NC-4 Instructions
  • Changes to NC-4 only. This functionality allows you to update your NC-4 withholdings through UNCGenie.
• Form NC-4
  • This form is recommended for taxpayers who itemize deductions.
• Form NC-4EZ
  • An alternative to Form NC-4. As the name implies, this is the simplified version of the NC-4 that any employee may use. This form will suffice for employees who plan to claim the NC standard deduction and no tax credits other than the credit for children.

If you have additional questions, please consult your tax adviser or the NC Department of Revenue.

Yes. There are several factors involved in making payments to and withholding taxes on Foreign National Employees. Therefore, all Foreign Nationals should contact Ebony Miles, (336.334.5022) Foreign National Tax Accountant, to arrange an appointment to review the Foreign National’s status for payroll purposes. You may also send an email to payrollt@uncg.edu with questions related to payments for Foreign Nationals.

Request for Confidential payroll information will not be given over the telephone, fax machine or via email. All Payroll Technicians prefer that an appointment be made to cover confidential information and questions that require research and discussion. They desire to be of assistance to all employees, but the assistance must be handled in a confidential and timely manner.

The deductions listed below are handled in the Payroll Department. Contact the University Payroll Office via e-mail at payroll1@uncg.edu or one of the Payroll Staff members.

• Credit Union
• Direct Deposit
• Federal, State and FICA Taxes
• Garnishments, Levies and Child Support
• Purchasing Power
• SEANC Dues
• SEANC Insurance
• SECC – United Way

Questions relating to other deductions should be directed to the Human Resource Benefits Department.

Gross Wages are reduced by certain tax sheltered deductions to determine Taxable Wages. Some tax sheltered deductions are sheltered only for FICA Wages or only for Federal and State income tax wages. Some are sheltered for both FICA Wages and Federal and State Wages. Therefore, Box 1 and 16 may be a different amount than Box 3 and 5.

Payday is the last business day of the month. If the last business day of the month falls on a weekend or holiday, payday is the last working day prior to the last business day of the month. The month of December is an exception. For more information, go the Banner HR webpage.

Yes, effective July 1, 2007, Payroll Direct Deposit is required for all UNCG employees (including all Students and Temporary Employees). This mandate includes employees who are receiving a one-time payment. After July 1, 2007, all new employees, or employees not currently on Direct Deposit must sign up for direct deposit.

• Payroll Quick Reference Guide

Since all employees are required to be on Direct Deposit, as a condition of employment (Payroll Policy 1), new employees, once you receive your University Identification Number, please log into UNCGenie Self-Service to enroll in the direct deposit program. If completed by the 10th of the month and your job is set up in the Banner HR System, the information will be processed in a Pre-Note File (a trial zero amount deposit), and if everything processes correctly, the Direct Deposit will become active in the current month. If the form is completed after the 10th of the month, the Direct Deposit may become active the following month provided your job is active in that month.

Any CHANGES to bank information will require you to complete the UNCG Direct Deposit Enrollment and Change Screen on UNCGenie, Direct Deposit Maintenance.The Banking information that you provide will be used to generate a “Prenote” process/status that is used to better ensure that the banking information is a valid banking routing number and account number. Due to the timing of this process with our Financial Institution, your initial payment may be made via check. Failure to make the necessary change on UNCGenie in a timely manner may cause your pay to be delayed.

Payroll Check Distribution with Direct Deposit enrollment:
When the employee has signed up for direct deposit enrollment but due to timing, the information has not been processed, then a manual payroll check will be issued. The Payroll Office will email the employee to inform the employee that the check will be available for pickup one business day prior to end of month payday after 2:00 pm or mailed to the employee’s Payroll Address that is in UNCGenie.

ALL EXCEPTION CHECKS will be issued via paper check. The Payroll Office will email the employee to inform the employee that the check will be avail for pickup on payday after 2:00 pm or can be mailed to the employee’s Payroll Address that is in UNCGenie.

Payroll Check Distribution without Direct Deposit enrollment:
When Direct Deposit enrollment has not been completed as required by the University, that a paper check will be issued. The Payroll office will email the employee to inform the employee that the check will be available for pickup one business day prior to payday after 2:00 pm. However, enrollment in the University direct deposit program is required to continue working at the University. Employee’s can enroll in the direct deposit program using the UNCGenie direct deposit enrollment program.

• Payroll Quick Reference Guide

Banner Employee Self Service through UNCGenie is an on line resource system that you can access using your University ID and pin. Through UNCGenie, you can sign up and maintain your direct deposit, view your monthly pay statement, and change your payroll address. UNCGenie can be accessed by going to the UNCG home page and selecting the UNCGenie icon in the upper right corner of the UNCG home page. Then select Enter Secure Area, Login here to view your personal information.

Review your monthly pay statement by using the Instructions for Logging on to Banner Self-Service for Pay Information.

It is important to maintain your current payroll mailing address for the year-end W-2 mailing process and so that important payroll related information can be mailed to you personally. Addresses for payroll are maintained by the employee using the UNCGenie system. You will need to follow the instructions on the Payroll Quick Reference Guide. Updating other Addresses does NOT automatically update your Payroll Address.

When a name change is necessary, you will need to fill out the Name Change Request Form, a copy of the new Social Security card must be signed. The form and a copy of the Social Security Card can be presented in the Payroll Office (821 S. Josephine Boyd) or uploaded in the Payroll Secure File Submission or faxed to the Payroll office at 336.334.3131. DO NOT SEND via email. If you do not have a copy of the Social Security Card with the name change, no change will be made in the Banner HR Payroll System. The information must be in the Payroll Office by the 10th of the month to be effective in the current month.

This form is NOT completed in the Payroll Department. Newly hired Graduate Students will be sent an I-9 notification email. Undergraduate Student employees will need to schedule an appointment with the Student Employment Office to initiate their I-9 Employment Verification process onsite at a designated kiosk station located in the Student Employment Office.

Upon hire, the federal tax (W-4) withholding and state (NC-4) withholding for all new employees are set to the the default withholding status of “Single” with “0” allowances in accordance with tax regulations. If you want your tax withholding to be set otherwise, please complete the applicable Form W-4 or Form NC-4 as referenced below. In accordance with tax regulations, withholding adjustments cannot be made retroactive. [Note: If an employee claims exemption from withholding on these forms, the exemption expires February 15th of the next calendar year.]

If you are a Foreign National, please reference the special instructions for nonresident aliens by visiting the Foreign National Tax Guide and clicking on “Special Instructions on Forms” and email payroll.tax.nra@uncg.edu to schedule an appointment for a tax assessment before you can start being paid by the University.

• Form W-4: UNCGenie W-4 Instructions
  • Changes to W-4 only. This functionality allows you to update your W-4 withholdings through UNCGenie, rather than manually preparing the W-4.
• Form W-4
  • Employees Withholding Allowance Certificate (Federal) for New Enrollment.
• Form NC-4: UNCGenie NC-4 Instructions
  • Changes to NC-4 only. This functionality allows you to update your NC-4 withholdings through UNCGenie.
• Form NC-4
  • This form is recommended for taxpayers who itemize deductions.
• Form NC-4EZ
  • An alternative to Form NC-4. As the name implies, this is the simplified version of the NC-4 that any employee may use. This form will suffice for employees who plan to claim the NC standard deduction and no tax credits other than the credit for children.

If you have additional questions, please consult your tax adviser or the NC Department of Revenue.

Yes. There are several factors involved in making payments to and withholding taxes on Foreign National Employees. Therefore, all Foreign Nationals should contact Ebony Miles, (336.334.5022) Foreign National Tax Accountant, to arrange an appointment to review the Foreign National’s status for payroll purposes. You may also send an email to payrollt@uncg.edu with questions related to payments for Foreign Nationals.

Request for Confidential payroll information will not be given over the telephone, fax machine or via email. All Payroll Technicians prefer that an appointment be made to cover confidential information and questions that require research and discussion. They desire to be of assistance to all employees, but the assistance must be handled in a confidential and timely manner.

The deductions listed below are handled in the Payroll Department. Contact the University Payroll Office via e-mail at payroll1@uncg.edu or one of the Payroll Staff members.

Contact Cheterica Crawford at 336.334.5760 or Crystal Baldwin at 336.334.5787 for the following deductions:

• Direct Deposit
• Federal, State and FICA Taxes
• Garnishments, Levies and Child Support

Questions relating to other deductions should be directed to the Human Resource Benefits Department.

Gross Wages are reduced by certain tax sheltered deductions to determine Taxable Wages. Some tax sheltered deductions are sheltered only for FICA Wages or only for Federal and State income tax wages. Some are sheltered for both FICA Wages and Federal and State Wages. Therefore, Box 1 and 16 may be a different amount than Box 3 and 5.