2015 New Employee Orientation

Report
New Employee
Orientation
Last Updated: January 6, 2015
January 6, 2015
1
Payroll Staff
Payroll Director
Letty J. Lalu
328-4245
[email protected]
Payroll Accountant &
International Tax
Marci Copeland
328-0445
[email protected]
International Tax
Specialist
Vacant
Lead Payroll Technician
Tia Freeman
328-4161
[email protected]
Payroll Specialist
Cynthia Andrews
328-5462
[email protected]
Payroll Specialist
Cynthia Price
328-5461
[email protected]
Payroll Clerk
Brenda Reese
328-6954
[email protected]
Payroll/Admin Clerk
Rosie Evans
328-6955
[email protected]
Payroll Temp
Sue Scott
328-5463
[email protected]
January 6, 2015
2
Primary Areas of Responsibility
Letty
Employee overpayments and collection, taxes, W-2s, system
integration and reporting,
Marci
Kronos Project Implementation, non-US citizen and permanent
resident tax compliance and 1042/1042S reporting, manual checks.
Vacant
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) and Kronos support
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) and Kronos support, Dual
employment, Holiday pay verification, overpayment administration.
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
January 6, 2015
3
Permanent Employees-Paid Current
All permanent employees are paid semimonthly (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
2/9/2015
2/13/2015
2/9/2015 through 2/15/2015
No
2/9/2015
2/27/2015
2/16/15through 2/28/15 and
retro pay for 2/9-2/15/15
January 6, 2015
4
Permanent Employees
Payroll Calendar
PP
Pay Period
Start Date
End Date
Pay Date
Day of Week
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
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
2nd Semi
1/1/2015
1/16/2015
2/1/2015
2/16/2015
3/1/2015
3/16/2015
4/1/2015
4/16/2015
5/1/2015
5/16/2015
6/1/2015
6/16/2015
7/1/2015
7/16/2015
8/1/2015
8/16/2015
9/1/2015
9/16/2015
10/1/2015
10/16/2015
11/1/2015
11/16/2015
12/1/2015
12/16/2015
1/15/2015
1/31/2015
2/15/2015
2/28/2015
3/15/2015
3/31/2015
4/15/2015
4/30/2015
5/15/2015
5/31/2015
6/15/2015
6/30/2015
7/15/2015
7/31/2015
8/15/2015
8/31/2015
9/15/2015
9/30/2015
10/15/2015
10/31/2015
11/15/2015
11/30/2015
12/15/2015
12/31/2015
1/15/2015
1/30/2015
2/13/2015
2/27/2015
3/13/2015
3/31/2015
4/15/2015
4/30/2015
5/15/2015
5/29/2015
6/15/2015
6/30/2015
7/15/2015
7/31/2015
8/14/2015
8/31/2015
9/15/2015
9/30/2015
10/15/2015
10/30/2015
11/13/2015
11/30/2015
12/15/2015
12/23/2015*
Thursday
Friday
Friday
Friday
Friday
Tuesday
Wednesday
Thursday
Friday
Friday
Monday
Tuesday
Wednesday
Friday
Friday
Monday
Tuesday
Wednesday
Thursday
Friday
Friday
Monday
Tuesday
Wednesday*
January 6, 2015
5
Temporary and Student EmployeesPaid 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?
Employee
Start
Date
First Pay
Date
Yes
2/9/15
2/27/15
2/9/15-2/15/15
No
2/9/15
3/13/15
2/16/15 through 2/28/15 and
retro pay for 2/9-2/15/15
January 6, 2015
Paid for:
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
12/9/2014
1/1/2015
1/16/2015
2/1/2015
2/16/2015
3/1/2015
3/16/2015
4/1/2015
4/16/2015
5/1/2015
5/16/2015
6/1/2015
6/16/2015
7/1/2015
7/16/2015
8/1/2015
8/16/2015
9/1/2015
9/16/2015
10/1/2015
10/16/2015
11/1/2015
End Date
12/31/2014
1/15/2015
1/31/2015
2/15/2015
2/28/2015
3/15/2015
3/31/2015
4/15/2015
4/30/2015
5/15/2015
5/31/2015
6/15/2015
6/30/2015
7/15/2015
7/31/2015
8/15/2015
8/31/2015
9/15/2015
9/30/2015
10/15/2015
10/31/2015
11/15/2015
23
24
1st Semi
2nd Semi
11/16/2015
12/1/2015
11/30/2015
12/8/2015
January 6, 2015
Pay Date
1/15/2015
1/30/2015
2/13/2015
2/27/2015
3/13/2015
3/31/2015
4/15/2015
4/30/2015
5/15/2015
5/29/2015
6/15/2015
6/30/2015
7/15/2015
7/31/2015
8/14/2015
8/31/2015
9/15/2015
9/30/2015
10/15/2015
10/30/2015
11/13/2015
11/30/2015
Day of Week
Thursday
Friday
Friday
Friday
Friday
Tuesday
Wednesday
Thursday
Friday
Friday
Monday
Tuesday
Wednesday
Friday
Friday
Monday
Tuesday
Wednesday
Thursday
Friday
Friday
Monday
12/15/2015
Tuesday
Tentative: Wednesday 12/23/2015
7
View your Pay information

On OneStop, Tools, Employee, Pay
Information
January 6, 2015
8
Your Pay Information:example
January 6, 2015
9
TO UPDATE YOUR PERSONAL
INFORMATION INCLUDING
ADDRESS AND PHONE NUMBERS
IN ONE STOP



GO TO ONE STOP TOOL PAGE
UNDER THE BANNER TAB
CLICK BANNER SELF SERVICE.
January 6, 2015
10
CLICK PERSONAL INFORMATION
CLICK ON INFO TO UPDATE
January 6, 2015
11
TO UPDATE ADDRESS…SELECT PERMANENT
ADDRESS….CLICK CURRENT….UPDATE
INFORMATION…..CLICK SUBMIT
January 6, 2015
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 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.
January 6, 2015
13
W-4 Worksheet
NEEDS update!
January 6, 2015
14
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.

◦ 2014 single income tax rate = 5.8%
◦ 2015 single income tax rate = 5.75%

Under this new law, all taxpayers will pay a NC income tax
rate of 5.75% (2015) and be granted a higher standard
deduction.

Standard Deduction:
◦ Single, Married, Qualifying Widower = $7,500.00
◦ Head of Household = $12,000.00
January 6, 2015
15
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 ($7,500 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.
January 6, 2015
16
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
2015 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
January 6, 2015
17
NC-4EZ Worksheet

NC-4 Long form can be found at:
http://www.dornc.com/downloads/wh_forms.html
January 6, 2015
18
To Update your NC4 in One Stop
Through One-Stop 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
January 6, 2015
19
To Update your W4 in One Stop
Through One-Stop 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
January 6, 2015
20
Electronic W-2

Provide 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.
January 6, 2015
21
Sign up for Electronic W-2

INSTRUCTIONS TO PROVIDE CONSENT:
◦ From the OneStop Tools page, in the Banner 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
January 6, 2015
22
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.
January 6, 2015
23
Federal Tax Table


Standard exemption allowance for 2015 is $166.70
times number of allowances
Supplemental wages taxed at flat 25% and are not
calculated based on the annualized tax table
Annualized tax table
January 6, 2015
24
NC Tax Table
January 6, 2015
25
Claiming Exempt from Federal
Withholding Taxes



East Carolina University employees wishing to claim EXEMPT from
Federal must submit an original W-4 to the Payroll Office.
Self Service Banner does not allow an employee to claim EXEMPT
status.
Employees who claim EXEMPT must complete a new W-4 annually.
Federal Tax – Exempt Status:
 By claiming exempt from Federal taxes, you are certifying that you are exempt from Federal
withholding tax because you met the following conditions:
◦
◦
Last year I had a right to a refund of all federal income tax withheld because I had no tax liability; and
This year I expect a refund of all federal income tax withheld because I expect to have no tax liability.
PENALTIES: You may have to pay a penalty of $500 if both of the following apply.
You make statements or claim withholding allowances on your Form W-4 that reduce the amount of tax withheld.
You have no reasonable basis for those statements or allowances at the time you prepare your Form W-4.
There is also a criminal penalty for willfully supplying false or fraudulent information on your Form W-4 or for willfully failing to supply information that would increase the amount
withheld. The penalty upon conviction can be either a fine of up to $1,000 or imprisonment for up to 1 year, or both.
These penalties will apply if you deliberately and knowingly falsify your Form W-4 in an attempt to reduce or eliminate the proper withholding of taxes. A simple error or an honest
mistake will not result in one of these penalties. For example, a person who has tried to figure the number of withholding allowances correctly, but claims seven when the proper
number is six, will not be charged a Form W-4 penalty. However, see chapter 4 for information on the penalty for underpaying your tax.
For more information: http://www.irs.gov/publications/p505/ch01.html#en_US_2014_publink1000194462
January 6, 2015
26
Claiming Exempt from NC State
Withholding Taxes
East Carolina University employees wishing to claim EXEMPT from NC-State must
submit an original NC-4 to the Payroll Office.
 Self Service Banner does not allow an employee to claim EXEMPT status.
 Employees who claim EXEMPT must complete a new NC-4 annually

NC-State Tax-Exemptions:
By claiming exempt from State taxes, you are certifying that you are exempt from State withholding tax
because you met the following conditions:
◦ Last year I was entitled to a refund of all State income tax withheld because I had no tax liability;
and
◦ For the tax tear 2015, I expect a refund of all State income tax withheld because I expect to have
no tax liability.
◦ Or, I certify that I am exempt from North Carolina withholding because I meet the requirements of
the Military Spouse Residency Relief Act and I am legally domiciled in a state other than NC.
 If claiming exempt under the Military Spouse Residency Relief Act, employee must attach a copy
of their spousal military identification card and a copy of the service member’s most recent
leave and earnings statement.

NC State tax law requires employers (ECU) to submit copies of any certificate on which the employee
claims more than 10 withholding allowances or claims exemption from withholding and the employee’s
wages would normally exceed $200 per week.
PENALTIES: If an employee provides a withholding allowance certificate that contains information which has no reasonable basis and results in a lesser amount of tax being
withheld than would have been withheld had the employee furnished reasonable information, the employee is subject to a tax penalty of 50 percent of the amount not
properly withheld.
For more information: http://www.dornc.com/downloads/nc30.pdf
January 6, 2015
27
Social Security Tax

FIC-FICA OASDI
◦
◦
◦
◦

Old-Age, Survivors, and Disability Insurance
Employee: 6.2%
Employer: 6.2%
Maximum taxable earnings for 2015 is $118,500.
FIM-FICA Medicare
◦ Medicare hospital insurance part of Social Security
◦ Employee:1.45%
◦ Employer: 1.45%
January 6, 2015
28
Social Security Tax
 FIH-Additional
Medicare Tax
◦ New in 2013, continued in 2014, 2015
◦ Employee: 0.9% of wages in
excess of $200,000/yr.
◦ Employer: none
January 6, 2015
29
Pre-Tax Benefit Deductions-Federal
and State
All deductions that say “Pre-Tax”
 Flex dependent care spending, Flex
medical care spending
 Health insurance premiums
 401K, 403b (not Roth) and 457
contributions
 TSERS state retirement, Fidelity and TIAA
and “undecided” Employee contributions

January 6, 2015
30
Pre-Tax Benefit Deductions-Social
Security
All deductions that say “Pre-Tax”
 Flex dependent care spending, Flex
medical care spending
 Health insurance premiums

January 6, 2015
31
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.
January 6, 2015
32

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