For New Faculty & Staff

Welcome to the NC State University Payroll Online New Employee Orientation. Below you will find
instructions, as well as “quick training” videos, that will review what you need to know as well as
what information you will need to provide to University Payroll as a new employee. Please review
this webpage and these short videos carefully and be sure to complete the “to do” items on your
first day of employment. You can contact the University Payroll Office if you have any questions.

Email: hr_payroll@ncsu.edu
Phone: 919-515-4350

Note: The following does not apply to Foreign Nationals. If you are a Foreign National you must
email the Foreign National Tax Specialist for an appointment for a tax assessment before you
can start being paid by the University.

Pay Schedule

All faculty and staff (EPA & SPA) are paid 1/12th of their annual base salary on the last business
day of each month. Please refer to the Monthly Payroll Schedule for a list of paydays.

Each month’s payment is for that month. There is no “delay”. Any “additional compensation”
(overtime, on call pay, holiday pay, summer school pay, etc.) will be entered into the Payroll
System at the department/college level each month. Please check with your department to find out
what the payment schedule is for “additional compensation”.

Employee Self Service

Employee Self Service (ESS) is an online resource accessible from anywhere that has an internet
connection. Through ESS you will provide your banking information for direct deposit, change your
tax withholding, view and print your monthly pay statements, print your W-2 year-end tax statement,
update your mailing address and more. You will need your Unity ID and password to access ESS. You
should receive these prior to or on your first day of employment.

Direct Deposit

All employees are required to provide their bank account information so that the University can
deposit their pay directly into their account(s). No “paper” checks will be issued. On your first
day of employment you will be asked to log into MyPack portal and provide this information. Please
review our “Quick Training” video on direct deposit which will explain what information is required
and how to enter it into ESS. Funds will be deposited in your bank account by 9am on payday.

Payroll Taxes

W-4 & NC-4 Tax Withholding Forms

Upon hire, the tax withholding for all new employees is set to marital status = Single and number
of personal allowances = 0.

If you want to claim Single, 0 for both federal & state tax calculation purposes, you do not need
to do anything.

If you wish to claim something other than single, 0 you will need to make the change via ESS.
NOTE: If you will be working in a state other than North Carolina you must contact University
Payroll (919-515- 4350) for the correct state tax form.

W-2 Year End Tax Statement

In January of each year, the University will provide you with a W-2 Wage and Tax Statement for the
prior calendar year. Due to IRS regulation the University is required to print your W-2 and mail
it to your home address UNLESS you tell us you prefer to receive your W-2 electronically via ESS
and do not want us to mail you a paper copy.

Please review the “Quick Training” Payroll Tax video below for step-by-step instructions for
completing your Online W-4 and NC-4 forms and for changing your preference from paper to electronic
W-2.

Pre-tax Deductions

A pre-tax deduction is a deduction to gross wages that reduces taxable wages for the employee. The
IRS has classified certain employee paid benefit premiums and contributions as pre-tax deductions,
which means the amount being deducted from an employee’s gross pay for one of these approved
pre-tax deductions would be deducted before taxes are calculated, thereby reducing the employee’s
“taxable wages”. For example: Premiums paid towards health, dental & vision insurance are all
“pre-tax” deductions. Say your “Actual Gross” is $3,000 per month and you are having dental &
vision insurance premiums in the amount of $100 deducted each month from your paycheck. This means
your “taxable gross” wages are $2,900. You will pay tax on $2,900, not on $3,000.

Worksheet example (working on)

List of Pre-tax & After tax deductions (PDF currently on Payroll website)

Additional Information/Links

For information on additional pay, payroll taxes, payroll deductions and more visit the “For Faculty & Staff” section of the Payroll Webpage
See REG 05-45.1 for more details on mandatory direct deposit