Finance Division

Overpayments

Overpayments occur when a former employee of a University department has been overpaid. The employing department is responsible for notifying Payroll Services of such overpayments, the collection of this overpayment, and forwards the repayment to Accounting Services.

Pay schedules

Schedules that denote pay period ending, pay run dates and pay days.

Pay day

EPA employees are paid on the last business day of the month for services performed during that month.

EPRINT

01/02/04/06 reports available online for departments' use and print capability.

Reports 01/02/04/06

01 report provides the detailed check register by employee by department; 02 report provides an analysis of payroll charges; 04 report provides an analysis of the employer charges for FICA and retirement; and the 06 report provides an analysis of the employer charges for health insurance and other charges.

EPA Payroll Services

EPA WEB

Web system in which all transactions pertaining to pay for EPA employees are entered; interfaces with the payroll system.

Source changes

Actions submitted for funding sources changes that often times require journal entries.

SPA Biweekly Payroll Services

TIM

Payroll Services is involved with the time and attendance system being implemented as a replacement for capturing time and leave on timesheets.

HRIS

System into which departments enter all information pertaining to SPA pay; interfaces with payroll system.

Pay day

Employees are paid biweekly, with paydays normally occurring every other Friday; all SPA (staff) employees (Subject to the State Personnel Act) and all EPA employees (Exempt from the State Personnel Act) paid for one semester or an academic year.

Voluntary Deductions Section Services

Benefits Web

A system that sends certain transactions to Payroll Services for benefit deductions.

Retro deduction

Deduction based on effective date of benefit and depending on timing of hire; employee will have to have a retro deduction taken to suffice for the monthly payment due.

Garnishment/Levy

A garnishment/levy is a deduction taken based on IRS, NC Department of Revenue, County and any other incidental amount owed by the employee that may be deducted from their wages.

Voluntary deductions

Payroll Services processes deductions that an employee elects to have deducted from their check in addition to the statutory deductions.

Statutory deductions

Deductions that are mandatory and deducted from paychecks, federal, state, FICA taxes and retirement.

TSERS

TSERS is the mandatory retirement system for all permanent SPA employees. Six percent is deducted from the employee's check with a matching amount provided by the University.

ORP

ORP is the optional retirement plan for EPA Faculty and certain non faculty. Six percent is deducted from the employee's check with a matching amount provided by the University.

Non Resident Alien Compliance Services

8233 Forms

Nonresident alien employees who are from countries with relevant tax treaties will use Form 8233 and an Official Attachment to claim exemption from federal and state income tax due to the tax treaty (in lieu of Forms W-4 and NC-4).

Form 1042-S

IRS tax regulations require that certain payments be reported to the nonresident alien recipients after each calendar year on Form 1042-S, Foreign Person's U.S. Source Income Subject to Withholding. Form 1042-S is issued to nonresident aliens that are employees using a tax treaty for withholding exemption, independent contractors and scholarship/fellowship recipients.

Tax Compliance and Reporting Services

W-2s

Wage and Tax Statements, Forms W-2, are sent to all employees each January for salary, wage, and other payments processed through the payroll system during the prior calendar year. All active employees will receive W-2s by January 31. W-2s for inactive employees will be mailed to the most current address on file at the end of each January.

An employee who does not receive a form W-2 after allowing reasonable time for the form to be forwarded should contact Payroll Services and request a duplicate copy.

Mailing Address

The address used for the mailing of wage and tax statements to inactive employees is the address shown on the Employee's Withholding Exemption Certificates (Forms W-4 and NC-4). To change a mailing address, an employee must submit new Employee's Withholding Exemption Certificates to the Payroll Department. (The North Carolina Department of Revenue and the IRS offer downloadable copies of these forms on their respective Web sites.)

Statement of Earnings

A Statement of earnings is sometimes needed by University employees during the year. This is especially true for those persons leaving the country or who for other reasons need a certification of the amount earned to date for the year. Any employee needing a statement of earnings should have their departmental payroll representative contact Payroll Services to have one prepared.