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New Employee Orientation

Last Updated: January 7, 2016

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Payroll StaffPayroll Director & 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 Specialist Heather Chapman

737-1139

chapmanh15@ecu.edu Payroll Clerk Brenda Reese 328-

6954reeseb@ecu.edu

Payroll/Admin Clerk Rosie Evans 328-6955

evansro@ecu.edu

Payroll Temp Sue Scott 328-5463

scotts@ecu.edu

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

system integration and reporting, 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)

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), Dual employment, Holiday pay verification, overpayment administration.

Heather Kronos End-User support

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

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Permanent Employees-Paid CurrentAll 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 2/9/2016 2/15/2016

2/9/2016 through 2/15/2016

No 2/9/2016 2/29/2016

2/16/16 through 2/29/16 and retro pay for 2/9-2/15/16

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Permanent EmployeesPayroll Calendar

PAYROLL NUMBER PAY PERIOD Start Date End Date Pay Date Day of Week

1 1st Semi January 01 January 15 January 15 Friday2 2nd Semi January 16 January 31 January 29 Friday3 1st Semi February 01 February 15 February 15 Monday4 2nd Semi February 16 February 29 February 29 Monday5 1st Semi March 01 March 15 March 15 Tuesday6 2nd Semi March 16 March 30 March 31 Thursday7 1st Semi April 01 April 15 April 15 Friday8 2nd Semi April 16 April 30 April 29 Friday9 1st Semi May 01 May 15 May 13 Friday

10 2nd Semi May 16 May 31 May 31 Tuesday11 1st Semi May 01 June 15 June 15 Wednesday12 2nd Semi May 16 June 30 June 30 Thursday13 1st Semi July 01 July 15 July 15 Friday14 2nd Semi July 16 July 31 July 29 Friday15 1st Semi August 01 August 15 August 15 Monday16 2nd Semi August 16 August 31 August 31 Wednesday17 1st Semi September 01 September 15 September 15 Thursday18 2nd Semi September 16 September 30 September 30 Friday19 1st Semi October 01 October 15 October 14 Friday20 2nd Semi October 16 October 31 October 31 Monday21 1st Semi November 01 November 15 November 15 Tuesday22 2nd Semi November 16 November 30 November 30 Wednesday23 1st Semi December 01 December 15 December 15 Thursday

24 2nd Semi December 16 December 3112/22/2016(tentati

ve) Thursday

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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:

Hiring Paperwork Complete by Pay Period deadline?

Employee Start Date

First Pay Date

Paid for:

Yes 2/9/16 2/29/16 2/9/16-2/15/16No 2/9/16 3/14/16 2/16/16 through

2/29/16 and retro pay for 2/9-2/15/16

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Temp and Student EmployeesPayroll Calendar

PP Pay Period Start Date End Date Pay Date Day of Week1 1st Semi 12/9/2015 12/31/2015 January 15 Friday2 2nd Semi 1/1/2016 1/15/2016 January 29 Friday3 1st Semi 1/16/2016 1/31/2016 February 15 Monday4 2nd Semi 2/1/2016 2/15/2016 February 29 Monday5 1st Semi 2/16/2016 2/28/2016 March 15 Tuesday6 2nd Semi 3/1/2016 3/15/2016 March 31 Thursday7 1st Semi 3/16/2016 3/31/2016 April 15 Friday8 2nd Semi 4/1/2016 4/15/2016 April 29 Friday9 1st Semi 4/16/2016 4/30/2016 May 13 Friday

10 2nd Semi 5/1/2016 5/15/2016 May 31 Tuesday11 1st Semi 5/16/2016 5/31/2016 June 15 Wednesday12 2nd Semi 6/1/2016 6/15/2016 June 30 Thursday13 1st Semi 6/16/2016 6/30/2016 July 15 Friday14 2nd Semi 7/1/2016 7/15/2016 July 29 Friday15 1st Semi 7/16/2016 7/31/2016 August 15 Monday16 2nd Semi 8/1/2016 8/15/2016 August 31 Wednesday17 1st Semi 8/16/2016 8/31/2016 September 15 Thursday18 2nd Semi 9/1/2016 9/15/2016 September 30 Friday19 1st Semi 9/16/2016 9/30/2016 October 14 Friday20 2nd Semi 10/1/2016 10/15/2016 October 31 Monday21 1st Semi 10/16/2016 10/31/2016 November 15 Tuesday22 2nd Semi 11/1/2016 11/15/2016 November 30 Wednesday

23 1st Semi 11/16/2016 11/30/2016 December 15 Thursday24 2nd Semi 12/1/2016 12/8/2016 12/22/2016 (Tentative)

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View your Pay informationpirateport.ecu.edu, Tools, Pay History

• Click on the amount of the pay you wish to view.

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Your Pay Information: example

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TO UPDATE YOUR PERSONAL INFORMATION INCLUDING ADDRESS AND PHONE NUMBERS IN PIRATEPORT GO TO PIRATE PORT: TOOLS UNDER THE APPLICATIONS SECTION CLICK BANNER SELF SERVICE.

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CLICK PERSONAL INFORMATIONCLICK UPDATE ADDRESSES AND PHONES

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

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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.

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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. 

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W-4 Worksheet 2016

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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. ◦ 2015 single income tax rate = 5.75%◦ 2016 single income tax rate = 5.85%

Under this new law, all taxpayers will pay a NC income tax rate of 5.85% (2016) and be granted a higher standard deduction.

Standard Deduction: ◦ Single, Married, Qualifying Widower = $7,750.00  ◦ Head of Household = $12,400.00

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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 ($7,750 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.

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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 2016 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

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NC-4EZ Worksheet

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

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To Update your NC4 in Pirate PortThrough Pirate Port - 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

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To Update your W4 in Pirate PortThrough Pirate Port - 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

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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.  

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Sign up for Electronic W-2INSTRUCTIONS TO PROVIDE CONSENT:

◦From the Pirate Port Tools page, in the Applications 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

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Direct Deposit Form

• 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.