New Hire Checklist

Direct deposit is mandatory for all employees receiving paid wages as a condition of employment. This mandate includes employees who are receiving a one-time payment. Direct deposit is the most efficient, quickest and safest way for you to receive your pay. You may select multiple bank accounts (up to 3) to distribute your net pay.

Note: A paper check may be generated for the first pay cycle without compliance penalty for direct deposit enrollment as a condition of employment. The paper check is mailed on payday to the mailing address listed in the Banner system at the time the payroll completed.

1. Obtain your bank information.
   1. You will need your bank routing and account number. Bank account information can be found on your personal check or obtained by contacting your bank. Do not use a deposit slip or debit card number.
2. Navigate to Aggie Access Employee Dashboard. You will need to login with your university OneID credentials for system authentication.
3. Select “Direct Deposit Information” under the Pay Information section.
4. Click Add New under “Proposed Pay Distribution.”
5. Enter your bank information and Submit.
6. Read and check the Direct Deposit Certification box.
7. Select Save Changes.

You may review the Payroll Quick Reference Guide for additional information on multiple bank account setup, updating and/or deleting direct deposit accounts.

Employees enrolled in direct deposit for pay will receive a password protected email from depnote@ncat.edu with an attached deposit notice at least two days before the schedule payday. The password is the first four letters of your last name (all lowercase) and that last four-digits your Banner ID number.

Upon hire, the federal tax (W-4) withholding and state tax (NC-4) withholding for all new employees are set to the default withholding status of “Single” (federal) and “Single” with “0” allowances (state NC) in accordance with tax regulations.  

You may amend the applicable form W-4 or NC-4 through the Aggie Access Employee Dashboard prior to the scheduled payroll.  In accordance with tax regulations, withholding adjustments cannot be made retroactive.

1. Navigate to Aggie Access Employee Dashboard.  You will need to login with your university OneID credentials for system authentication.
2. Select “Taxes” under the Pay Information section.
3. Select the appropriate Employee Tax Withholding Certificate form you wish to amend.
4. Enter changes, certify and submit.

• Tax Withholding Estimator Tool - Do not use this tool if you have nonresident alien status.
• NC-4 Employee Withholding Instructions - Do not use this form if you have nonresident alien status.

Note:  New or rehired employees that are not U.S. citizens or a lawful permanent resident in the U.S. must comply with the tax assessment requirement through the University Payroll Office, at which time the appropriate paper tax forms will be provided for regulatory compliance.  

Foreign national employees should avoid amending tax forms through the online employee dashboard, unless otherwise instructed to do so.  Completing the online federal and state tax forms may cause double tax withholdings if you are still considered a non-resident alien for tax purposes, and have been setup by the University Payroll Office with the required NRA tax deductions for payroll processing.

Steps to view your pay statement

1. Navigate to Aggie Access Employee Dashboard. You will need to login with your university OneID credentials for system authentication.
2. Select “All Pay Stubs” under the Pay Information section.
3. Select the year and pay period you wish to view.

Monthly Paid

• Payroll Calendars and Pay Dates > 

Hourly 

• Payroll Calendars and Pay Dates > 

1. Navigate to Aggie Access Employee Dashboard.  You will need to login with your university OneID credentials for system authentication for access. 
2. Select “Taxes” under the Pay Information section. 
3. Select Electronic Regulatory Consent. 
4. Check the consent box and submit. 

For employees without electronic consent, your paper W-2 tax form will be mailed no later than January 31st to the address listed in the Banner system at the time processed.  No distribution of W-2 forms via walk-in pickup.   

Employees that have not received their W-2 form in the mail must submit a Payroll Document Request Form to request a replacement.  The University Payroll Office will process received requests for the current tax year beginning on February 14th.