Frequently Asked Questions

What changes should I expect to see in the HR Module for Aggie Access?

• The new look and feel provides users with a modern experience that provides the flexibility for the employee to enjoy the ease of being able to navigate through their own personal and employee information.

How do I know if I should be using the Aggie Access Employee Dashboard?

• If you are an employee of the university - that includes all full-time, part-time, temporary, and student workers – you should be using the Aggie Access Employee Dashboard.

Will I be able to access the Aggie Access Employee Dashboard on my mobile device?

• Yes.
  
  

How do I log into the Aggie Access Employee Dashboard?

• Under the Faculty and Staff Gateway landing page, there is a link beneath the Aggie Access Online link.

What happens if I am on the Aggie Access Employee Dashboard and I click on a link that takes me back to Banner 8?

• Once you are on the Banner 9 (Aggie Access Employee Dashboard) and you click on a link that directs you back to Banner 8 (Aggie Access Online), once you sign into a different portal outside of Banner 9, you cannot hit the back button to return back to the Aggie Access Employee Dashboard.  You will need to log back into the Aggie Access Employee Dashboard using your OneID credentials.

What resources are available to help me navigate through the Aggie Access Employee Dashboard?  Do I need to be re-trained to use the Aggie Access Employee Dashboard? Will there be any trainings scheduled?

• No, the Aggie Access Employee Dashboard does not require training.  On the Division of Human Resources webpage you can find tools and resources to help you navigate through the Aggie Access Employee Dashboard. 

As an employee, will I have access to update any of my personal information?

• Yes. My Profile allows for an employee to view, edit, and update general information records. Please watch the Update My Personal Information video found on the webpage.

Where do I go to enter in my hours for my time worked?  Should I enter my hours on Aggie Access Online or the Aggie Access Employee Dashboard?

• As of August 4, all employees -that also includes student employees - should go to the Aggie Access Employee Dashboard to enter in their time worked.

Can I request time off on the Aggie Access Employee Dashboard? 

• Yes.  Under My Activities there is a Request Time Off link that you can click on.  This feature eliminates the PD-109.  The Request Time Off functionality allows employees to request leave time in advance. 

How does the Request Time Off functionality work?

• After an employee submits the leave request and it is submitted and approved by a supervisor, it is then saved until the start of the pay period for which the leave has been requested. Once the leave report for that same period has been opened, the leave request will then copy itself into the leave report.

What if I wasn’t able to determine what leave that I wanted to take in advance and I can no longer open the leave request for that time period?

• If an employee wishes to request leave for a pay period in which the leave report has already been opened, they would need to complete and submit a PD-109 to their supervisor for approval and once approved, enter those hours onto the leave report.

Can I make changes after I have submitted a leave request?

• If an employee desires to change the leave that was first entered and approved on the leave request after the leave report has been opened, the employee has the opportunity to make these changes on the leave report.

How to Approve Timesheet or Leave Report

1. From your Employee Dashboard, under “My Activities”, click on Approve Time.
2. Under the Approvals Tab, select Timesheet from the first dropdown box.

 If none of your direct reports has submitted their timesheet you will see a notification in RED that reads “No Timesheet documents available for approval.” 

If your direct reports have submitted timesheets, you will see a diagram of a Distribution Status Report – Timesheet.  A bar chart displays the number of timesheets that are: Pending, In Progress, Returned, Approved, Completed, etc. The names of the employees will also be found below under the appropriate status for each timesheet.

            *Approvers may collapse or expand the Distribution Status Report.

3. To view timesheets:
   1. From the Distribution Status Report, click on the bar for each category to display the employees’ names associated with that status, or
   2. Below the Distribution Status Report click on an employee’s name to Preview their timesheet, or 

• From the Approvals dropdown selection bar filter by: Select Timesheet, Select BW Period, Select Pending.

4. Click on the employee’s name or action item menu (vertical ellipsis) for each employee to Preview the Timesheet.
5. Selecting Preview allows the supervisor to view hours submitted on the Timesheet.
6. Click on Details to view hours, view comments or enter additional comments.
7. After reviewing the details, click on Approve or Return for Correction if the employee needs to go back and make adjustments to their Timesheet. Once approved, the status changes from PENDING to APPROVED.

An approver must enter a comment before being allowed to return the timesheet for correction.

8. To return to the Employee Dashboard at any time, you can click on the Employee Dashboard link located in the upper left-hand corner.

1. From your Employee Dashboard, under “My Activities”, click on Approve Leave Report.
2. Under the Approvals Tab, select Leave Report from the first dropdown box.

 If none of your direct reports has submitted their leave report you will see a notification in RED that reads “No Leave Report documents available for approval.”

If your direct reports have submitted leave reports, you will see a diagram of a Distribution Status Report – Leave Report.  A bar chart displays the number of leave reports that are: Pending, In Progress, Returned, Approved, Completed, etc. The names of the employees will also be found below under the appropriate status for each leave report.

            *Approvers may collapse or expand the Distribution Status Report.

3. To view leave reports:
   1. From the Distribution Status Report, click on the bar for each category to display the employees’ names associated with that status, or
   2. Below the Distribution Status Report click on an employee’s name to Preview their leave report, or 

• From the Approvals dropdown selection bar filter by: Select Leave Report, Select SB Period or MN Period, Select Pending.

4. Click on the employee’s name or action item menu (vertical ellipsis) for each employee to Preview the Leave Report or view the employee’s leave balances.
5. Selecting Preview allows the supervisor to view hours submitted on the Leave Report.
6. Click on Details to view hours, view comments or enter additional comments.
7. After reviewing the details, click on Approve or Return for Correction if the employee needs to go back and make adjustments to their Leave Report. Once approved, the status changes from PENDING to APPROVED.

An approver must enter a comment before being allowed to return the leave report for correction.

8. To return to the Employee Dashboard at any time, you can click on the Employee Dashboard link located in the upper left-hand corner.

1. From your Employee Dashboard, under “My Activities”, click on Approve Leave Request.
2. Under the Approvals Tab, select Leave Request from the first dropdown box.

 If none of your direct reports has submitted a leave request you will see a notification in RED that reads “No Leave Request documents available for approval.”

If your direct reports have submitted leave requests, you will see a diagram of a Distribution Status Report – Leave Request.  A bar chart displays the number of leave requests that are: Pending, In Progress, Returned, Approved, Completed, etc. The names of the employees will also be found below under the appropriate status for each leave request.

            *Approvers may collapse or expand the Distribution Status Report.

3. To view leave requests:
   1. From the Distribution Status Report, click on the bar for each category to display the employees’ names associated with that status, or
   2. Below the Distribution Status Report click on an employee’s name to Preview their leave request, or 

• From the Approvals dropdown selection bar filter by: Select Leave Request, Select SB or MN Period, Select Pending.

4. Click on the employee’s name or action item menu (vertical ellipsis) for each employee to Preview the Leave Request or view the employee’s leave balances.
5. Selecting Preview allows the supervisor to view hours submitted on the Leave Request.
6. Click on Details to view hours, view comments or enter additional comments.
7. After reviewing the details, click on Approve or Return for Correction if the employee needs to go back and make adjustments to their Leave Request. Once approved, the status changes from PENDING to APPROVED.

An approver must enter a comment before being allowed to return the leave request for correction.

8. To return to the Employee Dashboard at any time, you can click on the Employee Dashboard link located in the upper left-hand corner.

What information can be found under my Employee Summary?  What do the dates mean?

• Employee Summary displays a quick snapshot of your employee information that includes your employee status, home department, and employment dates.  The current hire date is your current date of hire.  The original hire date is the date that you were originally hired.  
• Let’s say that you were first hired as a temporary employee on July 18, 2019 and was recently hired as a permanent employee as of May 21, 2021.  Your original hire date reflects when you were first hired as a temp and your current hire date reflects your recent hire as a permanent employee.
• The adjusted service date is used for determining length of service for leave accruals when the current and original hire dates are different.  It also determines when you receive your longevity pay.

I am an originator or an approver for ePAFs and I need to create and submit or approve ePAFs. How do I do that?

• On the Aggie Access Employee Dashboard, under My Activities, there is an Electronic Personnel Action Form link.  By clicking on the link, you will be directed back to Banner 8 (Aggie Access Online).  From there you can perform these actions.
   

Will ePAFs remain in Banner 8 (Aggie Access Online)?

• No.  ePAFs will transition to Banner 9 (Aggie Access Employee Dashboard) sometime in the near future.

Do I need to sign up for direct deposit?

• Yes, effective July 1, 2007, Payroll Direct Deposit is required for all NCAT employees (including Students and Temporary Employees).  This State and University mandate includes employees who are receiving a one-time payment through payroll processing. 

How do I sign up for direct deposit?

• An employee can sign up for direct deposit enrollment through the Aggie Access Employee Dashboard portal or by submitting a paper Direct Deposit Enrollment and Change Form directly to the University Payroll Office.  To do so online, you may visit the Aggie Access Employee Dashboard resource page for detail instruction on how to setup our banking information.  The direct deposit account number and routing number entered in the Aggie Access Employee Dashboard is Active and Payable upon your submission. 
• If you elect to complete the paper direct deposit form, you must ensure that the form is completed and submitted to the University Payroll Office by the 10th of the month for initial entry.  A VOID check or a copy of a VOID check, or letter from your banking institution for a checking or savings account and attached to the enrollment form.  If the direct deposit authorization is a Savings Account, you must verify with your banking institution the actual account number and routing number for authorization.  Note: Most Savings deposit slips indicate that the account number and routing number listed is not for direct deposit pay.  The direct deposit is active for pay upon entry and payable.

How do I update my direct deposit information?

• Any changes to bank information should be completed by the NCAT Direct Deposit Enrollment and Change process through the Aggies Access Employee Dashboard.  An employee must maintain at least one direct deposit account for pay at all times. The banking information you enter is Active and for immediate deposit.  If you change is after the 10th of the month or after a period in which the payroll direct deposit disposition has been completed, the new deposit information may not take effect until the next available payroll period.  
• A paper Direct Deposit Enrollment and Change Form can be completed and submitted directly to the University Payroll Office.  If you elect to complete the paper direct deposit form, you must ensure that the form is completed and submitted to the University Payroll Office by the 10th of the month for update entry.  A VOID check or a copy of a VOID check, or letter from your banking institution for a checking or savings account and attached to the enrollment form.  If the direct deposit authorization is a Savings Account, you must verify with your banking institution the actual account number and routing number for authorization.  Note: Most Savings deposit slips indicate that the account number and routing number listed is not for direct deposit pay.  The direct deposit is active for pay upon entry. 

What does it mean when I received an email notification that my direct deposit account information has been changed?

• The system is designed to send an email notification to employees ncat.edu account when the routing number or account number has been changed for payroll and accounts payable direct deposit.

Can I split my payroll direct pay between multiple accounts?

• Your direct deposit for payroll can be allocated to one primary banking account or up to three banking accounts.  Each account must function as a checking or savings account.  Please review the Payroll Employee Self-Service Procedure Manual to learn more about multiple bank account allocation and options for setup.

Can I setup direct deposit for Accounts Payable distributions?

• Yes, you can setup or update direct deposit information in Aggie Access Employee Dashboard for accounts payable distributions.  You can only have one active banking account for accounts payable. 

What should I do, if the name of my bank does not populate when setting up payroll direct deposit?

• You should contact the University Payroll Office at 336.334.7888 to speak with the Payroll Accountant.  Please be prepared to provide your full name, full Banner ID number, name of your banking institution and the routing number for the bank.

Do I need to complete the Employee’s Tax Withholding Allowance Certificate Forms?

• Effective August 4, 2021, upon hire, the federal tax (W-4) and state (NC-4) withholding for all new employees are set to the default withholding status of “Single” for federal and “Single” with “0” allowances for state in accordance with tax regulations.  If you want your tax withholding to be set otherwise, please complete the applicable amend by visiting the Aggie Access Employee Dashboard – Taxes and select the tax form you wish to change.  [Note: If an employee claims exemption from withholding on these forms, the exemption expires February 15th of the next calendar year.]
• If you are a Foreign National, you must complete the paper forms W-4 and NC-4 NRA.  

How do I amend the default setup for the W-4 and/or NC-4 tax withholding certifications?

• Any time after the initial default setup is completed, eligible* employees can update the federal and state tax withholding certifications through the Aggie Access Employee Dashboard.  Please review the Payroll Employee Self-Service Procedure Manual to learn more about how to update your tax certifications.
• * Eligible Employee refers to an employee that is not restricted by the Internal Revenue Service (IRS) or the North Carolina Department of Revenue (NCDOR) with a mandated filing status and/or exemption allowances.  Under these restrictions, an F-1 and/or J-1 visa holder is limited to a certain filing status as long as the visitor remains a Non-Resident Alien for tax purposes.  In addition, employees that may be under an IRS Lock-In Letter will not have the ability to make any amendments to the W-4 form through Aggie Access Employee Dashboard.
  
  

Why can I not make a changes to my Form W-4 or NC-4 via the Aggie Access Employee Dashboard?

• There are some regulatory restrictions and limitations to utilizing the Aggie Access Employee Dashboard to amend the federal and state tax withholding certifications.  Those restrictions/limitations can be based on an employee who is still considered a non-resident alien for tax purposes or an employee that has been issued a Lock-in Letter from the Internal Revenue Service.  Please contact the University Payroll Office at payroll@ncat.edu or 336.334.7888, if you have questions.

 As an F-1 student, how can I setup or change my tax withholding certifications (i.e., Form W-4 or Form NC-4 NRA)?

• F-1 and J-1 students, and J-1 professors, short-term scholars and researchers that is considered a Non-Resident Alien for tax purposes in the United States must complete a paper W-4 and NC-4 NRA tax withholding certificate form.  You should not use the Aggie Access Employee Dashboard to amend your tax withholding status for payroll processing.
• Once the employee is considered a Resident Alien in accordance to the Substantial Presence Test guidelines or changes to a legal status in the U.S. that is no longer restricted by IRS and NCDOR withholding guidelines, the employee should notify the University Payroll Office that restrictions can be removed and you can utilize the Aggie Access Employee Dashboard to make future amendments. 
• The University Payroll Office bears the responsibility to monitor and make necessary edits to an employee’s withholding certification status to ensure that the university remains compliant with federal and state regulations. 

As a J-1 student and/or professor, short-term scholar or researcher, who can I amend my tax withholding certifications (i.e., Form W-4 or Form NC-4 NRA)?

• F-1 and J-1 students, and J-1 professors, short-term scholars and researchers that is considered a Non-Resident Alien for tax purposes in the United States must complete a paper W-4 and NC-4 NRA tax withholding certificate form.  You should not use the Aggie Access Employee Dashboard to amend your tax withholding status for payroll processing.
• Once the employee is considered a Resident Alien in accordance to the Substantial Presence Test guidelines or changes to a legal status in the U.S. that is no longer restricted by IRS and NCDOR withholding guidelines, the employee should notify the University Payroll Office that restrictions can be removed and you can utilize the Aggie Access Employee Dashboard to make future amendments. 
• The University Payroll Office bears the responsibility to monitor and make necessary edits to an employee’s withholding certification status to ensure that the university remains compliant with federal and state regulations.  

What Employee’s Tax Withholding Certification Form do I complete if I work remotely outside of North Carolina?

• All employees must complete the federal form W-4.  An employee that works at any time inside North Carolina are subject to tax withholdings for the state.  [Note: Employees paid by NC A&T that are working remotely outside of North Carolina, should immediately notify the Division of Human Resources and University Payroll Office that we can ensure all regulatory withholding statues are followed for the State in which you reside or will be working remotely.]

How can I view my bi-weekly or monthly pay statement?

• Review your monthly pay statement by signing in to the Aggie Access Employee Dashboard.