Frequently Asked Questions – Students

When is Payday?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 Dates and Deadlines webpage.

Do I need to sign up for direct deposit?

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. As the result of The Presidents’ Advisory Committee on Efficiency and Effectiveness (PACE), during March 2007, the Vice Chancellor for Business Affairs, informed the UNCG community that Payroll Direct Deposit is required for all UNCG employees, effective July 1, 2007. After July 1, 2007, all new employees or employees not currently on Direct Deposit must complete the BHR- Direct Deposit, AUTHORIZATION AGREEMENT FOR AUTOMATIC DEPOSITS.

When does my payroll direct deposit become effective?

Since all employees are required to be on Direct Deposit, it is imperative that the AUTHORIZATION AGREEMENT FOR AUTOMATIC DEPOSITS/NEW ENROLLMENT, CANCELLATIONS (BHR-Direct Deposit Form) be completed and returned to the Payroll Department by the 10th of the month for INITIAL ENTRY into the system. A VOID check or a copy of a VOID check must be presented for a checking account and attached to the form (NO Deposit Tickets will be accepted.) If the direct deposit authorization is for a Savings Account, you must attach a letter from your banking institution indicating your account number and routing number to the authorization form. If the form is received 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 received 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 Instructions, allowing electronic payments to begin almost immediately and thus eliminating the need to complete an AUTHORIZATION AGREEMENT FOR AUTOMATIC DEPOSITS/NEW ENROLLMENT, CANCELLATIONS (BHR-Direct Deposit Form). 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 your 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 for as long as one week.

How are Payroll Checks and Direct Deposit Notifications distributed?

Payroll Check Distribution with Direct Deposit enrollment:

When the employee has submitted the direct deposit enrollment form but the form has not been processed by the Payroll Office, 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 payday after 2:30 PM.

Payroll Check Distribution without Direct Deposit enrollment:

When Direct Deposit enrollment has not been completed as required by the University, then a 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 payday after 2:30PM. However, enrollment in the University direct deposit program is required to continue working at the University. Complete the AUTHORIZATION AGREEMENT FOR AUTOMATIC DEPOSITS/NEW ENROLLMENT, CANCELLATIONS (BHR-Direct Deposit Form) or enroll in the direct deposit program using the UNCGenie direct deposit enrollment program instructions, Direct Deposit Maintenance Instructions. The receptionist will ask for your direct deposit form or will ask if you have enrolled in the UNC Genie direct deposit enrollment program.

How do I access Employee Self Service?

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.

How can I view my monthly pay statement?

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

How are address changes or corrections made for payroll files?

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 for Logging on to Banner Self-Service for Payroll Address Changes. Updating other addresses does NOT automatically update your Payroll Address.

How is a name change made for payroll records and files?

When a name change is necessary, a copy of the new Social Security card must be signed and presented in the Payroll Office (270 Mossman Bldg). If you do not have a copy of the Social Security card, no change will be made in the Banner HR Payroll System. The information must be in the Payroll Office by the 14th of the month to be effective in the current month.

Where do I complete my Form I-9?

This form is NOT completed in the Payroll Department. Student employees must complete the I-9 form in the Student Employment Office.

Do I need to complete an Employee’s Tax Withholding Allowance Certificate Forms?

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. If you are a Foreign National, please reference the special instructions for nonresident aliens and email payroll.tax.nra@uncg.edu to schedule an appointment for a tax assessment before you can start being paid by the University. [Note:  If an employee claims exemption from withholding on these forms, the exemption expires February 15th of the next calendar year.]

Form W-4: UNCGenie W-4 InstructionsChanges 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 InstructionsChanges to NC-4 only. This functionality allows you to update your NC-4 withholdings through UNCGenie.  

Form NC-4 Employee’s Withholding Allowance Certificate (State) for NEW ENROLLMENT, effective January 1, 2014.  This form is recommended for taxpayers who itemize deductions

OR,

Form NC-4 EZ Employee’s Withholding Allowance Certificate (State) for NEW ENROLLMENT, effective January 1, 2014.  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 advisor or the NC Department of Revenue.

Are Foreign National (non-resident alien) employees administered differently in the payroll system?

Yes. There are several factors involved in making payments to and withholding taxes on Foreign National Employees. Therefore, all Foreign Nationals should contact John Kirkman, (336-334-5180), Payroll Tax Manager or Teresa (TC) Nordan (336-334-5748), International Tax Specialist to arrange an appointment to review the Foreign National’s status for payroll purposes. You may also contact the Payroll Tax Department with questions related to payments for Foreign Nationals using the following email address: payrollt@uncg.edu.

Can I obtain payroll information by telephone or fax?

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.

Who do I contact if I have questions about deductions from my payroll check?

The deductions listed below are handled in the Payroll Department. Questions relating to other deductions should be directed to the Human Resource Services department. Contact the University Payroll Office via e-mail at payroll1@uncg.edu or one of the Payroll Staff members.

Contact Cheterica Crawford at 334-5760 or Karen Caudle at 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.

Why is the Gross Pay (YTD) on the Check Stub or Direct Deposit Notification different than the amount shown in Box 1, 3, 5, and 16 of form W-2?

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.