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 Request Tab, 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 Started and/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 Code dropdown 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 Save button 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 Request down 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. 

View Request Time Off for Monthly Employees Video Tutorial >

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.   

View Submit a Timesheet Video Tutorial >

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 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 6 digits of your Banner ID. Example: John Smith Banner ID:950888888 password=smit888888 

• 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 benefits are 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. 

Payroll  

• Payroll deductions 

• Withholding for state and federal taxes 

• Accessing paystubs 

• Approving leave reports after the deadline has passed
  • Submit a paper timesheet (salary or hourly employees) and include a letter of justification explaining why the timesheet was not submitted electronically to payroll@ncat.edu 

• Payroll FAQs 

• Payroll Calendars and Pay Dates 

HR Operations 

• EPAF questions 

• Employee request for personnel record 

• Dual Employment questions 

• Special payments 

• Summer / part-time instructor pay 

• Promotions/demotions/faculty retreats  

If you are an employee (faculty, staff, or student), federal regulations require employers to validate that the employee’s name on the record exactly matches the name that appears on the individual’s social security card to ensure proper tax reporting. Thus, in order to reflect your name change on your personnel and payroll records, you must complete the Request for Name/Address Change Form, along with a copy of your social security card, marriage license, divorce decree, or legal name change paperwork and/or present your social security card which reflects your new legal name to the Human Resources Office. You may contact a member of the Talent Solutions Team at hr@ncat.edu 

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. 

Employee Actions Needed
(Supervisor and Departmental Actions Needed are listed below) 

• 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 Aggie Access 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 Summary for 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. 

If you work less than half of the workdays 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 workdays 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 accounts, accidental and disability coverage. 

You can elect to continue some flex benefits – contact a benefits counselor for more information. 

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. 

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. 

Exiting the University - Employee Benefits and Pay Information > 

Payroll - Separating from the University > 

Supervisor Actions Needed  

• 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. 

Business Officer/Department Administrator Actions Needed  

Business Off-Boarding Summary