Separating from the University

Offboarding is the formal separation process between an employee and the university. Employees leave the university for voluntary and involuntary reasons.

Regardless of the reason, separating from the University can involve several steps, including notifying the appropriate offices, completing necessary separation forms, and addressing any outstanding financial obligations or benefits before your last workday. All requirements must be managed timely to ensure proper offboarding and to avoid payroll overpayments.

 

Permanent Employees

Permanent faculty and staff must work with your department to complete the requirements for Separating from NC A&T – Things You Should Know as directed by the Division of Human Resources (DHR). By doing so, you’ll cover all actions needed before your separation, such as benefit consultation, university property return/clearance, and the exit survey.

For payroll purposes, you are encouraged to review the below factors that may impact your final pay with the university.

Ensure that any outstanding debts to the university are settled before your last workday to avoid manual recovery from your final pay or applicable leave payout.

Salary Overpayments

If you are separated voluntarily or involuntarily from employment before fully repaying a salary overpayment, the university can deduct the outstanding amount from your final paycheck.  This deduction can include any accrued vacation time that would otherwise be paid out.  If the overpayment is not fully recovered through the final paycheck, the university will continue the recovery process through the States Debt Collection protocols, potentially including external collections.

Salary Overpayment Details > 

 

Arrange with your supervisor and/or DHR contact to return all university property immediately and no later than your last official workday. Failure to do so may result in financial recovery from your final pay or leave payout, as necessary.

 

Permanent employees are paid for the current month. It is important to understand the impact of your last workday and final pay within the current month. 

Payroll Calendars and Pay Dates >

 

The DHR Leave Administrator will determine and inform Payroll when an employee is eligible for a leave payout.  Typically, leave payouts occur in the month after the date of separation.  Questions related to applicable leave payouts should be addressed directly with the DHR leave administrator.

 

You must communicate with the appropriate campus department responsible for the voluntary payroll deduction to terminate or to handle the final payment. Outstanding balances are withheld from your final pay unless otherwise informed by the campus department.

Payroll Deductions >

 

Subject to be withheld from your final pay. The University Payroll Office cannot terminate the deduction.

 

Payroll deduction for an NC A&T parking permit requires you to return your decal at separation to Parking and Transportation Services (PTS) located in the Obermeyer Parking Deck to stop the deduction or cost of the unreturned decal. Outstanding parking tickets will be withheld from the employee’s final pay as indicated by PTS. Please direct all questions to PTS regarding the return of your parking decal, ending payroll deduction, and/or addressing outstanding parking tickets.

 

You are strongly encouraged to access the online Aggie Access Employee Dashboard system to download current and prior year pay and tax information for your records before the last workday. You should print each available tax year’s Form W-2 Statement and pay notices.

Note: After the date of separation, you will no longer have access to Employee Self-Service and must request payroll documents with the completion of the Payroll Document Request Form. Requests are processed in up to 48 hours from receipt.

Payroll Tax Information >  

 

The University Payroll Office utilizes the Mailing Address (MA) to distribute pay and tax documents via mail service. Ensure the online Aggie Access Employee Dashboard system is updated before your final workday for timely receipt of these documents.

 

Temporary and Student Employees

Temporary and student employees separating from the university prior to the established job end date must provide timely notification to the supervisor that the appropriate termination notice can be submitted to DHR to avoid overpayment.

For payroll purposes, you are encouraged to review the below factors that may impact your final pay with the university.

Ensure that any outstanding debts to the university are settled before your last workday to avoid manual recovery from your final pay.

Salary Overpayments
If you are separated voluntarily or involuntarily from employment before fully repaying a salary overpayment, the university can deduct the outstanding amount from your final paycheck. If the overpayment is not fully recovered through the final paycheck, the university will continue the recovery process through the States Debt Collection protocols, potentially including external collections.

Student employees with an outstanding salary overpayment will receive a hold on class registration and transcript requests until the debt is paid in full.

Salary Overpayment Details > 

 

Arrange with your supervisor and/or DHR contact to return all university property immediately and no later than your last official workday. Failure to do so may result in financial recovery from your final pay.

 

Temporary employees must communicate with the appropriate campus department responsible for the voluntary payroll deduction to terminate or handle the final payment. Outstanding balances are withheld from your final pay unless otherwise informed by the campus department.

Payroll Deductions > 

 

Subject to be withheld from your final pay. The University Payroll Office cannot terminate the deduction.

 

Outstanding parking tickets may be withheld from your final pay. Please direct all questions to Parking and Transportation regarding outstanding parking tickets.

 

Employees are encouraged to access the online Aggie Access Employee Dashboard system to download current and prior year pay and tax information for their records before the last workday. You should print each tax year’s Form W-2 Statement and pay notices.

Payroll Tax Information >

 

It is important to understand the impact of your last workday and final pay from the University. Final payment for temporary and student employees varies depending upon whether the employee is paid salaried or hourly.

Salaried temporary and flat-paid students are paid the current month for the work performed. If you separate before the end period of your contract term, you generally are not subject to any additional payments.

Hourly temporary and student employees are paid bi-weekly. You must submit to your supervisor the final online bi-weekly timesheet for accurate and timely pay.

Payroll Calendars and Pay Dates >

 

The University Payroll Office utilizes the Mailing Address (MA) to distribute pay and tax documents via mail service. Ensure the online Aggie Access Employee Dashboard system is updated before your final workday for timely receipt of these documents.

 

Frequently Asked Questions

Please submit a Request for Payroll Document Form and upload to SecureShare. All payroll document requests are processed within 48 business hours from the form receipt date. You will be asked to disclose specific information to safeguard employee sensitive and confidential records.

 

Current employees may view and/or print payroll documents through the Aggie Access Employee Dashboard. If you are a separated employee, submit a fully completed Request for Payroll Document Form and upload to SecureShare. All payroll document requests are processed within 48 business hours from the form receipt date. You will be asked to disclose specific information to safeguard employee sensitive and confidential records.

 

Questions? Contact the University Payroll Office.

payroll@ncat.edu
336.334.7888

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