HR Operations

The Request Time Off functionality allows employees to request leave time in advance.  When an employee selects Request Time Off, the system displays the Leave Request Selection page where the employee can select the position for which leave is being requested and the pay period in which they want to take the requested time off. Only positions for which a pay period has not been opened for entry are listed.

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.

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.

1. Log into Aggie Access Employee Dashboard 
2. Enter your NCAT OneID User Name and Password in the appropriate field of the Secure Access Login box.
3. Click on the “Sign In” button.
4. From your Employee Dashboard, under “My Activities”, click on Request Time Off.
5. Under the Leave RequestTab, select the period in which you would like to request time off. The Leave Request Selection page will be displayed.
6. Click on the pay period that you wish to enter your requested leave. You can only enter leave requests in pay periods that have the following status: Not Startedand/or In Progress. A leave request with the following statuses cannot be used: Pending, Approved, or Completed.
7. Once the pay period has been selected, it is displayed in a calendar form.
8. Click on the Earn Codedropdown menu to select the type of leave that you are requesting. If you are selecting one or more different types of leave for one day, click on +Add Earn Code.
9. Enter in the Hours.
10. Requested time should be entered for all Earning Codes that apply. Only those Earning Codes that are valid for the employee’s position will appear.
11. To navigate through the dates within the period click on either the left or right arrow displayed on the calendar week.
12. To add multiple leave types click on +Add Earn Code.
13. Click the Savebutton to save all changes.

• Click on the “Pencil”icon to edit any earn code entry
• Click on the “Copy”icon to copy days hours entered for a day into other days within the same pay period
• Click on the “Minus”icon to remove an entry

14. If your leave request is complete and ready to be submitted to your Approver, click Preview.
15. Once the Leave Request has been submitted, you can recall the leave request if it has not been approved. Click on Recall Leave Requestdown below in the bottom right-hand corner. Preview and Submit the Leave Request again.
16. After your Leave Request is approved, the hours will be copied automatically to your Leave Report for the same pay period. 

Note: If your leave request is in a Returned for Correction status after your leave report for that same pay period has been opened, it will not copy onto your leave report for that period. You must select a leave request period for a period in which the leave report has not already been started/opened.

Click Here to View Request Time Off for Monthly Employees Video

Click Here to View Request Time Off for Bi-Weekly Employees Video

1. From your Employee Dashboard, under “My Activities”, click on Enter Time. On the Timesheet Screen you will see your Job Title, Position Number, Department Org’s code and name along with your pay rate.
2. Under the Timesheet Tab, select the period in which you would like to request time off. The Timesheet Selection page will be displayed.
3. Click on the Timesheet pay period that you wish to enter hours worked. You can only select leave reports in pay periods that have the following status: Not Started, In Progress, or Returned (indicating Returned for Correction).
4. Once the pay period has been selected, it is displayed in a calendar form.
5. To select the appropriate work category, pull down from the Earn Code menu selection to display Regularly Hourly.
6. Enter in the Hours for each day within the pay period. To advance to the next week in the period, use the left or right arrow “>” and the following weeks will appear.
7. Click on the Time Clock to enter in a Start Time and an End Time. Use the up and down arrow keys to enter in the hour and minutes, select either AM or PM.
8. Click on SET to SAVE the hours.
9. To add additional hours click on +Add More Time.
10. Click SAVE.
11. Click on the “Pencil” icon to edit any earn code entry
12. Click on the “Copy” icon to copy days hours entered for a day into other days within the same pay period
13. Click on the “Minus” icon to remove an entry
14. Click the Save button to save all changes.
15. Click on The Weekly Summary will display the totals for each week. Add any comments, if necessary. To certify and submit your leave report CHECK the box next to the certification statement.
16. Click on Submit. Upon submission, your report status will change from ‘In Progress’ to ‘Pending’.
17. Once the Timesheet has been submitted, you can recall the leave report if it has not been approved. Click on Recall Timesheet down below in the bottom right-hand corner.
18. To return to the Timesheet Selection page, you may click on Exit Page down below in the left-hand corner.
19. To return to the Employee Dashboard at any time, you can click on the Employee Dashboard link located in the upper left-hand corner.

The HR Operations team collaborates closely with the University Payroll Office. They handle the setup of new hires and manage various processes, including EPAs, ISAFs, promotions, demotions, and separations.

• For questions related to your direct deposit account information, such as issues with a compromised account, updating accounts, or not receiving your direct deposit, please contact the University Payroll Office directly.
• Payroll deductions
• Withholding for state and federal taxes
• Accessing paystubs
• Approving leave reports after the deadline has passed
  • Submit a paper timesheet and include a letter of justification explaining why the timesheet was not submitted electronically to payrollssc@northcarolina.edu

HR Operations

• EPAF questions
• Employee request for personnel record
• Dual Employment questions
• Special payments
• Summer / part-time instructor pay
• Promotions/demotions/faculty retreats 

Payday is the last business day of the month. If the last business day of the month falls on a weekend or holiday, payday is the last working day before the last business day of the month. The month of December is an exception.

In partnership with the University Payroll Office, we need your support to ensure that the university is compliant in managing time and attendance for employees paid through the university payroll. The university payroll schedules have been created to provide clear guidelines and timeframes for the submission and approval of employees’ timesheets and leave reports. It is critical that employees report all hours worked in the proper timekeeping or self-service system and that supervisors approve reports on time for each pay cycle. These actions ensure our compliance with institutional key performance indicators (KPI) reporting, federal and state regulations under the Fair Labor Standards Act, as well as governing policies and procedures. All employees and supervisors must ensure timely completion and submission of their timesheets and leave reports throughout the year to help eliminate any potential disruptions to payroll. For questions regarding the 2024 payroll schedule, please contact the University Payroll Office at 336-334-7888 or payroll@ncat.edu.

Each time you are paid, a direct deposit paystub provides a statement of your calculated earnings, withholdings of any applicable taxes and withholdings for payroll deductions that apply to you.

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

Employees who are receiving their pay via direct deposit will receive an email from the Payroll Office in their University email account on payday. A copy of the employee’s Direct Deposit Advice will be attached to the email. The attachment is a password protected, encrypted PDF document. Instructions for the structure of the password are in the email. For the automatic direct deposit notice from  depnote@ncat.edu emails; the password is the first four letters of your last name and the last 4 digits of your Banner ID. Example: John Smith Banner ID:9508888 password=smit8888

Paystubs include multiple details in addition to gross pay, taxes, and net pay, including:

• All additional pay and allowances beyond base pay.
• Deductions are itemized by tax consequence. Instead of one list of deductions, employees will see before-tax deductions and after-tax deductions
• All employer-paid benefitsare listed on the paystub, and it presents a more complete view of compensation. This section shows what the employer pays on the employee’s behalf, for example, for health care and retirement contributions. Also in this section are taxable fringe benefits (such as employee gifts, prizes and awards), taxable stipends and allowances.
• The stub displays tax consequences of benefits deductions, which then informs the Federal Taxable Gross, which is not on the current stub. The Federal Taxable Gross provides you with a total for the year that will match box 1 on your annual W-2 form. You will know what to expect from your annual W-2 by reviewing this information.
• The new stub will label leave balances and activity information, making the information easier to understand. Your leave information was previously in the upper right corner of the pay stub. The new design will include the date for which the leave is valid through, so that it is easier for you to determine how much leave you have earned and used this year.

• Permanent Staff are paid on the last business day of each month except December when employees receive their pay earlier in the month. The “regular” pay that is received at the end of the month is for services performed during that same month.

Upon separation from employment, payouts of any vacation, bonus, or comp time may be delayed until the end of the month following the separation date.

• Faculty are paid on the last business day of each month with the exception of December when the payday is earlier in the month.

• Adjunct Faculty are employed semester by semester and are paid on a per-course contract as specified in their letter of employment from the Provost and VCAA. Pay days are on the last business day of the month except for December when the payday is earlier in the month. In general, semester payments are made on the designated payday in the following months:

Payments for Adjunct Faculty in the Music Department may vary from the months mentioned above if their pay is calculated upon the number of students enrolled.

• Temporary Flat-rate employees are paid on the last business day of the month except December when the payday is earlier in the month.

• Temporary Hourly Employees are paid on a bi-weekly pay schedule. Visit the Bi-weekly Payroll Calendar page for further information.
• All Student Employees (both hourly and flat rate) are paid on a bi-weekly pay schedule. Visit the Bi-weekly Payroll Calendar page for further information.

OneID is the username individuals use to access many campus services such as Office365, Banner, Blackboard, Aggies Anywhere, and AggieMart. OneID simplifies authentication and improves security by providing users one username and password. Employees receive their OneID during orientation. Students receive their OneID in their admission letter. Your OneID is your username PLUS @ncat.edu (username@ncat.edu).

N.C. A&T has implemented Self-Service Password Reset (SSPR), Multifactor Authentication (MFA), and new password requirements. Users should visit https://registeroneid.ncat.edu to start the registration process. This will redirect you to the Microsoft web site where you can register for SSPR and MFA. Once there, please set up the contact methods that best work for you. Then select the Overview option on the left and then Password to change your password. If you require additional guidance please refer to this registration guide. More information about SSPR can be found on this page. A short video tutorial can be watched here.

Reset Your OneID Password

Once registered for SSPR, the simplest way to reset your password is to use the Azure Self-Service Password Reset site. Your OneID must be registered before you can reset your password. Register your OneID at https://registeroneid.ncat.edu. Note, the university has established new password requirements.

Please note: before you reset your password, be sure to review any computers or mobile devices that you have configured with your OneID and password. If you have Outlook or another application where your password is "remembered" or saved, you will need to change the password or remove the automatic logon (un-select the “remember my password”) option before resetting your password. If you do not modify these configurations the devices could continue to try to sign in and lock your account.

Password Requirements

The following are the minimum password requirements and standards for any and all applications, servers, and other systems managed by North Carolina A&T State University.

• Minimum of 12 characters
• At least one character from three of the following sets below:
  • Uppercase letters (A-Z)
  • Lowercase letters (a-z)
  • Numeric characters (0-9)
  • Non-alphanumeric characters (~!@#$%^&*_-+=`|\(){}[]:;"'<>,.?/)
• Passwords shall expire after three hundred and sixty (360) days.
• Passwords cannot be reused.
• Passwords used for personal accounts must not be used for university accounts.
• Accounts will be locked for a period of time after six (6) failed authentication attempts.

Users can reset their password at https://passwordreset.microsoftonline.com and can find help at https://docs.microsoft.com/en-us/azure/active-directory/user-help/active-directory-passwords-update-your-own-password.

North Carolina has a robust process for requesting and receiving public records requests. This site addresses the University’s process for requesting records. 

All requests for public records should be sent to public_records@ncat.edu. 

Upon receipt of a request, the University will evaluate the request to determine whether the information may be provided under state or federal law. Where possible, documents will be redacted to comply with applicable laws. Response times may be impacted by a number of factors, including the scope of the request, volume of the documents requested, or a need to clarify the request. 

Helpful Resources on making a public records request:  N.C. A&T Public Records Policy

(Note: You must bring an original legal document reflecting your new name to support your request for the name change. Examples of accepted legal documents include a birth certificate, marriage license, divorce decree, etc.) Once you receive your new Social Security card, please bring it to the appropriate office.

• Complete the Notification of Resignation/Retirement Form if there is a full separation of all North Carolina A&T positions. (Please note if you are retiring, changing positions within North Carolina A&T, or completing a partial separation or student separation, do not complete the online separation form and instead reference the other instructions on this webpage.)
• If you are transferring to another department on campus, do not complete the exit survey.
  • Notice: Employee must be present on the last day of work. It is expected that all employees give a minimum of a two-week notice (excluding holidays or scheduled leave) prior to leaving employment. If this is not possible due to circumstances, please provide a reason under “Additional Comments” on the separation form. All FLSA non-exempt employees must complete timesheets in Kronos through the day of separation. All FLSA-exempt employees must ensure all leave requests are submitted and approved in Kronos through the day of separation. Any delays in either of these items may delay final payouts to the employee.
• View your current benefits and pay information.
• Change the ownership of any Dropbox shared folders to another manager in consultation with your direct supervisor.
• Prior to separation: Log into Employee Dashboard using your current password to view or update information such as your address. It is important to keep your address update because it is used for your Form W-2 and 1095 C forms (ACA verification of coverage).
• Reference the Benefits Off-Boarding Summaryfor coverage end dates and vendor contact information..
• Return any library books.
• Return all keys to your supervisor.
• Return any other North Carolina A&T equipment or property to your supervisor.
• Ensure your leave usage is up-to-date in the University timekeeping and leave system (Kronos)

Completion of this form indicates that faculty and staff have informed their supervisors regarding their resignation, who will, in turn, complete the Property Clearance form, Separation Clearance Checklist form and the Internal Salary Audit Form (EHRA employees) or PD-400 (SHRA employees) and send to DHR. An easy-to-follow flowchart is accessible as well.

For questions about this form, or the separation process, please feel free to contact the Division of Human Resources at 336-285-3773.

Medical Benefits:

Your Health Benefits are paid a month in advance. Therefore, depending on the date of separation, your health coverage with BCBS may continue through the month following separation for example:

1. Separation between the 1st thru 15th of the month – your health coverage will end the last day of the current month of separation:

example, May 1st thru 15th, coverage ends May 31st

2. Separation between the 16th thru 31st of the month – coverage will continue until the last day of the following month:

example, May 16th thru 31st, coverage ends June 30th

Flexible Benefits:

If you work less than half of the work days in the month of your anticipated separation, your NC Flex benefits coverage will expire on the last day of the preceding month. If you work half, or more than half, of the work days in the month of your anticipated separation, your NC Flex benefits coverage will expire on the last day of that month, for example:

May 1st thru 31st, coverage ends May 31st

Flexible Benefits Include Dental, Vision, Life, Cancer, Critical Illness, Flex/Dependent Spending Accts, Accidental and Disability Coverage.
You can elect to continue some flex benefits – contact a benefits counselor for more information.

Retirement:

Your Retirement Benefits are fully vested after 5 years of employment. That means that after 5 years of employment at the University, you keep your contribution along with the contribution made by UNC system. You have the following options:

• Take your retirement at the time of separation as a cash out or roll-over to another retirement plan
• Cash out completely and pay the IRS penalties if not full age of retirement
• Combination of both cash out & roll over of some of the money.

These details and the necessary forms are available with a benefits counselor in The Division of Human Resources, 336-285-3789.

Leave:

If you leave University service for employment external to the State system, or for personal reasons, you will be paid for up to 240 hours of unused vacation leave and for any unused bonus leave hours. Any unused sick leave balance will not be paid but will remain on record for a five (5) year period. Should you return to State service within that period of time, your sick leave balance will be reinstated.

If you are transferring to another NC state agency or university, please contact the Benefits office for specific information regarding the impact to your leave benefits –  336-285-3789.

Supporting Documents:

Exiting the University - Employee Benefits and Pay Information

• Instruct employees to complete the Employee Separation Form (which includes an option to submit a letter of resignation) or follow other instructions on this webpage based on the type of separation/position change. You may also complete this form on behalf of the employee.
• Ask your employee to change the ownership of any Dropbox shared folders.
• Complete the Employee Exit Review form to evaluate the performance of your former employee for this cycle up to when the employee left your supervision.

• Instruct the employee or supervisor to complete the Employee Separation Form (includes the option to submit a letter of resignation) or follow other instructions on this webpage based on the type of separation/position change.
• Take additional actions noted below based on the type of position: