Payroll Distribution

Procedure

Designated supervisors are responsible for authorizing pay for employees. All employees, regardless of employment type (full-time and part-time/adjunct), are paid monthly. Payday is normally the last regular working day of the month. Please refer to the Pay Dates/Pay Periods schedule for specific dates.

All employees are paid by electronic deposit of funds to their bank account. This information is submitted through the onboarding forms initially. Employees are welcome to update this information using Self Service; all changes must be received no later than the 10th of the month (excluding June, November, and December where it is due by the 4th of the month). Returned deposits can take up to 15 days to be received by Payroll before a check can be issued for payment and will be held until updated/corrected direct deposit information is received.  

All wages received by employees are subject to applicable federal and state income tax at the legal withholding rate. Employees are required to complete the W-4 and the NC-4 forms indicating withholding exemptions claimed for income tax purposes. Form W-2 indicating wages earned and taxes deducted are furnished to all employees no later than January 31 following the calendar year during which wages were earned. Employees should immediately report tax-withholding changes to the Business Office.

Payroll will monitor leave balances on a monthly basis. When negative leave occurs, payroll may transfer hours between available leave banks in accordance with established order of use. Employees may carry a negative leave balance of up to forty (40) hours in selected leave accounts. Any balance exceeding negative forty (40) hours will be processed as leave without pay in the following payroll cycle.

In compliance with State of North Carolina requirements, all negative leave balances must be zeroed out at the close of each fiscal year. Each July, any negative leave balance remaining will be deducted from the employee’s pay, and affected employees will be notified in via email.  

The Federal Insurance Contribution Act (FICA) covers all Durham Tech employees. The employee’s contribution may vary based on congressional action. To comply with state audit regulations, the Business Office files a copy of each employee's social security card, which is required to ensure that the social security number reported is accurate.

Definition

Working Days – Days when the College is open and operating under a normal schedule. This excludes weekends, closings due to adverse conditions, and holidays.