Substitute Pay
The Substitute Pay Process is a temporary service provided by North Carolina A&T State University. It is designed to provide temporary financial relief to an employee who did not receive their scheduled pay through no fault of their own due to an administrative or processing delay.
North Carolina A&T State University compensates all employees through the established Banner payroll system. However, we understand that administrative or processing delays can occasionally occur. In these instances, the University offers the Substitute Pay Process to provide immediate financial relief.
This is an emergency provision and does not replace the requirement for departments to adhere strictly to the established hiring procedures and documentation deadlines set forth by the Division of Human Resources (DHR).
When a substitute pay request is submitted and fully approved, the temporary funds act as a financial advance (typically covering 50-70% of gross wages owed) and are issued via direct deposit through Accounts Payable, circumventing the regular payroll run. This advance will then be automatically recovered during the employee's next available regular payroll cycle.
Request Substitute Pay
How to Complete the Online Form
- Access the Form Data
Click the “Access Online Form” button above. It will take you to a new page and ask for your contact information to securely access the document workflow and view the form. Enter your First Name, Last Name, and Email Address in the prompted fields. Click the button to access the form, and you will be directed to set up the routing.
- Assign Routing Participants
The form filler should be the current supervisor and will be designated as Participant 1 (Signer). You must specify the remaining participants who need to sign after you:
- Participant 2 (Next-Level Supervisor): Enter their First Name, Last Name, and Email Address.
- Participant 3 (Employee): Enter the affected employee’s First Name, Last Name, and Email Address.
Note: The Controller's Office Designee ( universityacctoffice@ncat.edu) is pre-configured as the final signer and cannot be changed.
- Complete Document Details
Once you proceed to the actual form, carefully complete the required sections based on the requested information.
- Employee Name & Banner ID: Enter the full name and only the last six digits of the employee’s Banner ID.
- Position Number: Provide the position number associated with the missed pay.
- Missed Pay Period(s): State the exact pay period dates that were missed.
- Total Gross Pay Omitted: Enter the calculated total gross amount owed for the missed pay period(s).
- Department Name: Indicate the department responsible for the missed pay.
- Explanation Statement: Specify exactly why the issue occurred and the circumstances preventing timely payment.
- As the Supervisor of the Employee: apply your digital signature and date.
- Do not fill out the "Employee Authorization" or "For Payroll Office Use Only" sections. The system will route the form to the Next-Level Supervisor and the Employee automatically based on your participant setup.
- Sign and Route
Once all required fields are completed and you have attached necessary supporting documentation, apply your digital signature at the bottom. The Adobe Sign system will then automatically route the document sequentially to the Next-Level Supervisor, the Employee, and finally the Controller’s Office. After the form is signed and completed by all required individuals, please submit the completed form and required supporting documentation to payrollssc@northcarolina.edu.
