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 and what information you’ll need to provide to University Payroll as a new employee. Please review this webpage and the “Quick Training” videos and be sure to complete the “to do” items on your first day of employment. Please contact the University Payroll Office if you have any questions.
NOTE: The following does not apply to Foreign Nationals. If you are a Foreign National you must email the Foreign National Tax Office for an appointment for a tax assessment before you can start being paid by the University.
All faculty,staff and PostDocs are paid 1/12th of their annual salary on the last business day of the month. Refer to the Monthly Payroll Schedule for a list of paydays.
You will be paid the current month’s pay each month. Any additional compensation (overtime, on call pay, holiday pay, summer school pay, etc.) is 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 any “additional compensation” if applicable.
Employee Self Service
Employee Self Service (ESS) is an online resource accessible from anywhere that has an internet connection. Through ESS you’ll provide your banking information for direct deposit, change your tax withholding, view your monthly pay statements, print your W-2 year end wage & tax statement 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. If you receive your Unity ID and password prior to your first day, you will not be able to access ESS until your first day. You will receive an email to your “NCSU” email address confirming any changes made via ESS.
Please take a few moments to watch our short introduction to ESS.
An Introduction to Employee Self Service (running time 3:35)
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 can provide this information via ESS. Please review the “Quick Training” video on direct deposit (below) which will explain what information is required and how to enter it into ESS.
Direct Deposit Quick Training Video (running time 5:01)
W-4 & NC-4 Tax Withholding Forms
Upon hire, the tax withholding for all new employees is set to 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 Wage & Tax Statement
In January of each year, the University will provide you with a W-2 Wage and Tax Statement for the prior calendar (tax) year. Due to IRS regulation the University is required to print your W-2 and mail it to your home UNLESS you tell us you prefer to receive your W-2 electronically via ESS and that you do not want us to mail you a paper copy.
Please review the “Quick Training” Payroll Tax video below for instructions for completing your Online W-4 and NC-4 forms and for changing your preference from paper to electronic W-2.
Those employees who change their preference from paper to electronic will receive an email when the form is available for viewing and printing in ESS, usually by January 15th. Those who wish to receive a paper copy should see it in their mailbox the first week of February.
Payroll Tax Quick Training Video (running time 4:57)
A pre-tax deduction is a deduction to “actual gross wages” that reduces the amount of wages you pay taxes on, also know as “taxable gross wages”. The IRS has classified certain employee paid benefit plan premiums and contributions as pre-tax deductions, which means the amount being deducted from an employee’s gross pay for any of these pre-tax deductions would be deducted prior to the calculation of taxes, thereby reducing the employee’s “taxable wages”.
For example: Your “actual gross wages” for the month are $3,000. You sign up for benefit plans (Health, Dental, Vision, etc) totaling $246.64 in premiums. This amount will be deducted from your “actual gross” prior to your taxes being calculated. The amount you are being paid (actual gross) is $3,000 but the amount you are paying taxes on (taxable gross) is $2,753.36.
“To Do” Items
- Enter banking information for direct deposit
- Submit new online W-4 and NC-4 forms (if you don’t want to claim “Single, 0)
- Change preference for W-2 distribution from mailed, paper copy to electronic access via ESS.
Viewing & printing your Pay statement