New Employee Orientation Last Updated: January 7, 2016

New Employee Orientation Last Updated: January 7, 2016 01/16/2020 1 Payroll Staff Payroll Director & International Tax Marci Copeland 3280445 [email protected] du International Tax Specialist Kristy Goggins 7374792 [email protected] edu Lead Payroll Technician Tia Freeman 3284161 [email protected] u

Payroll Specialist Cynthia Andrews 3285462 [email protected] u Payroll Specialist Cynthia Price 3285461 [email protected] Payroll Specialist Heather Chapman 7371139 [email protected] .edu Payroll Clerk Brenda Reese 3286954 [email protected] 3286955

[email protected] Payroll/Admin Clerk Rosie Evans Payroll Temp Sue Scott 01/16/2020 328- [email protected] 2 Primary Areas of Responsibility Marci 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 01/16/2020 3 Permanent Employees-Paid Current All 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?

Employe First e Start Pay Date Date Yes 2/9/2016 No 2/9/2016 Paid for: 2/15/201 2/9/2016 through 6 2/15/2016 2/29/201 2/16/16 through 6 2/29/16 and 01/16/2020 4 Permanent Employees Payroll Calendar PAYROLL NUMBER 1 2 3 4 5 6

7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 PAY PERIOD 1st Semi 2nd Semi 1st Semi 2nd Semi 1st Semi 2nd Semi 1st Semi 2nd Semi 1st Semi 2nd Semi 1st Semi 2nd Semi 1st Semi 2nd Semi 1st Semi 2nd Semi 1st Semi 2nd Semi 1st Semi

2nd Semi 1st Semi 2nd Semi 1st Semi Start Date January 01 January 16 February 01 February 16 March 01 March 16 April 01 April 16 May 01 May 16 May 01 May 16 July 01 July 16 August 01 August 16 September 01 September 16 October 01 October 16 November 01 November 16 December 01 End Date January 15 January 31 February 15 February 29 March 15 March 30 April 15

April 30 May 15 May 31 June 15 June 30 July 15 July 31 August 15 August 31 September 15 September 30 October 15 October 31 November 15 November 30 December 15 24 2nd Semi December 16 December 31 01/16/2020 Pay Date January 15 January 29 February 15 February 29 March 15 March 31 April 15 April 29 May 13 May 31

June 15 June 30 July 15 July 29 August 15 August 31 September 15 September 30 October 14 October 31 November 15 November 30 December 15 12/22/2016(tentati ve) Day of Week Friday Friday Monday Monday Tuesday Thursday Friday Friday Friday Tuesday Wednesday Thursday Friday Friday Monday Wednesday Thursday Friday Friday Monday Tuesday

Wednesday Thursday Thursday 5 Temporary and Student Employees-Paid in arrears All 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? Employ First ee Start Pay Date Date Paid for: Yes 2/9/16 2/29/16 2/9/16-2/15/16 No

2/9/16 3/14/16 2/16/16 through 2/29/16 and retro pay for 2/9- 01/16/2020 6 Temp and Student Employees Payroll Calendar PP Pay Period 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20

21 22 1st Semi 2nd Semi 1st Semi 2nd Semi 1st Semi 2nd Semi 1st Semi 2nd Semi 1st Semi 2nd Semi 1st Semi 2nd Semi 1st Semi 2nd Semi 1st Semi 2nd Semi 1st Semi 2nd Semi 1st Semi 2nd Semi 1st Semi 2nd Semi Start Date 12/9/2015 1/1/2016 1/16/2016 2/1/2016 2/16/2016 3/1/2016 3/16/2016 4/1/2016 4/16/2016 5/1/2016 5/16/2016

6/1/2016 6/16/2016 7/1/2016 7/16/2016 8/1/2016 8/16/2016 9/1/2016 9/16/2016 10/1/2016 10/16/2016 11/1/2016 End Date 12/31/2015 1/15/2016 1/31/2016 2/15/2016 2/28/2016 3/15/2016 3/31/2016 4/15/2016 4/30/2016 5/15/2016 5/31/2016 6/15/2016 6/30/2016 7/15/2016 7/31/2016 8/15/2016 8/31/2016 9/15/2016 9/30/2016 10/15/2016 10/31/2016 11/15/2016 23 24

1st Semi 2nd Semi 11/16/2016 12/1/2016 11/30/2016 12/8/2016 01/16/2020 Pay Date Day of Week January 15 Friday January 29 Friday February 15 Monday February 29 Monday March 15 Tuesday March 31

Thursday April 15 Friday April 29 Friday May 13 Friday May 31 Tuesday June 15 Wednesday June 30 Thursday July 15 Friday July 29 Friday August 15 Monday

August 31 Wednesday September 15 Thursday September 30 Friday October 14 Friday October 31 Monday November 15 Tuesday November 30 Wednesday December 15 Thursday 12/22/2016 (Tentative) 7 View your Pay information pirateport.ecu.edu,

Tools, Pay History Click on the amount of the pay you wish to view. 01/16/2020 8 Your Pay Information: example 01/16/2020 9 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. 01/16/2020 10 CLICK PERSONAL INFORMATION

CLICK UPDATE ADDRESSES AND PHONES 01/16/2020 11 TO UPDATE ADDRESSSELECT PERMANENT ADDRESS.CLICK CURRENT.UPDATE INFORMATION..CLICK SUBMIT 01/16/2020 12 Completing your Tax Forms Until 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 its 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. 01/16/2020 13 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. 01/16/2020 14 01/16/2020 1 20 6

W-4 Worksheet 15 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 01/16/2020 16 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. 01/16/2020 17 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 sixpage form including schedules and worksheets for the individual to complete to determine the appropriate withholding allowance. Form NC-4 NRA: Nonresident alien employees 01/16/2020 18 NC-4EZ Worksheet NC-4

Long form can be found at: http:// www.dornc.com/downloads/wh_forms.html 01/16/2020 19 To Update your NC4 in Pirate Port Through Pirate Port - Banner Self Service: Select Employee Select Tax Forms State Employees 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 01/16/2020 20 To Update your W4 in Pirate Port Through Pirate Port - Banner Self Service:

Select Employee Select Tax Forms Federal Employees 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 01/16/2020 21 Electronic W-2 Provide consent to receive your W-2 electronically for: Earlier access to the Form W-2 Guaranteed delivery to you onlyno 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. 01/16/2020 22 Sign up for Electronic W-2

INSTRUCTIONS 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 Youll receive an email confirmation showing you have consented to receive your W2 electronically 01/16/2020 23 Direct Deposit Form If the employee doesnt know their Banner ID, they may record the last four digits of their SSN. The check or letter MUST show the account holders name Reminder: If you change banks verify receipt of direct deposit form and change before closing old account. 01/16/2020 24

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