Payroll

I-9 Employment Eligibility Verification Form

The purpose of the I-9 form is to document that each new employee is authorized to work in the United States.  This form must be completed in the Human Resources Department at the time of hire.

Social Security Number

All employees must have a Social Security number in order to be paid.

Federal and State Withholding Allowance Certificates

All employees must fill out Federal W-4 and State NC-4 withholding forms.  If these forms are not on file in the Payroll Office at the time that payroll is being processed, the assumption is that the employee is single with no exemptions.

Direct Deposit

Direct Deposit of pay is mandatory for all University employees.

All students, whether paid an hourly or a flat rate, must sign a Student Employment Contract which has been completed and signed by their supervisor. Student employees pay may be delayed if Student Payroll Service Center does not receive a signed contract.

Upon receipt of the completed contract, the Student Employment Coordinator will set up the employee’s job in the payroll system.  For hourly employees, an on-line time sheet will be available in OnePort once the job has been set up.

Supervisors must fill out a Temporary Employee Authorization form (TEA) for all temporary employees, whether paid an hourly or flat rate.  This form must be completely filled out and signed by the hiring department, budget office, department head or dean, and appropriate Vice Chancellor of the division.  The form then must be directed to the coordinator of temporary employment in the Human Resources Department so that the job can be set up in the payroll system.

New employees must complete a Direct Deposit Enrollment and Change Form and attach acceptable documentation of their banking information.

Acceptable documentation for deposit to a checking or money market account:

• a photocopy of a check with your preprinted name and current address
• a check marked “void” with preprinted name and current address
• an official bank form, certified and stamped by a banking official, which provides the account number and the bank routing number

Acceptable documentation for deposit to a savings account:

• an official bank form, certified and stamped by a banking official, which provides the account number and the bank routing number
• a deposit slip with preprinted bank routing and savings account number

Your first pay will automatically be deposited into your bank account, provided that the Enrollment Form was received in time for Payroll to process it. If not, permanent and temporary employees will be issued a paper check, which will be mailed on payday to the address that is in the payroll system. Paper checks for student employees will be mailed to their permanent addresses.

On pay day, each employee who is receiving a direct deposit of pay will receive an email in their University email account from Payroll. A copy of the employee’s Direct Deposit Advice will be attached to the email. The attachment is a password-protected, encrypted PDF document.

The password structure is as follows: First two letters of your first name (capitalized, legal name), first two letters of your last name (capitalized, legal name), two-digit day of birth, and the last two digits of your birth year (with no spaces).

Example: John Smith born on October 28, 1950 would have a password of JOSM2850.

If you have difficulties opening the direct deposit attachment, please contact Payroll via payrollssc@northcarolina.edu.

Any changes to bank information will require you to submit a new Direct Deposit Enrollment and Change Form.

Please notify Payroll immediately if you have to close your account for any reason. Failure to do so might cause your pay to be delayed.

The Office of Foreign Assets Control (OFAC) requires that you acknowledge whether or not you will be transferring your entire payment to a foreign bank account. By signing the Direct Deposit Enrollment and Change Form, you are affirming that the ACH electronic payments originated by UNC Asheville to the credit of your designated financial institution accounts are not subject to being subsequently transferred to a foreign bank account, or if subject to being transferred to a foreign bank account, it is not the full amount of the originated ACH electronic payment.

Permanent Staff

Permanent Staff are paid on the last business day of each month with the exception of 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. Leave balances are reconciled in arrears. Click here to find your payroll calendar.

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

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

Faculty contracts are paid in twelve (12) monthly installments with the contract year running from July 1 through June 30.

The first pay check for new faculty members may be issued at the end of August in the amount of two-twelfths of the contract salary. The balance of the contract is paid in one-twelth installments from September through June.

Adjunct Faculty

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 with the exception of December, when the pay day is earlier in the month. In general, semester payments are made on the designated pay day in the following months:

• Fall Semester: August, September, October, November, December
• Spring Semester: January, February, March, April, May
• Summer Semester: July

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

Temporary Flat-rate employees are paid on the last business day of the month with the exception of December, when the pay day is earlier in the month.

Temporary Hourly Employees

Temporary Hourly Employees are paid on a bi-weeky pay schedule. Visit the Bi-weekly Payroll Calendar page for further information.

Student Employees

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

Employees who are receiving their pay via direct deposit will receive an email from the Payroll Office in their University email account on pay day. 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.

If an employee no longer has an active University email account, a paper copy of the Direct Deposit Advice will be mailed to them.

Employees should check with their individual bank to determine the specific time their money will be posted to their individual checking or savings account. The ACH files sent by Payroll have a specific effective date for each pay cycle, however, each bank individually determines the time that monies post to accounts.

In the event that either a permanent employee, adjunct faculty member, or a temporary employee is receiving a paper check, the paper check will be mailed to the employee’s home address on pay day.

Paper checks for student employees will be mailed to their permanent addresses.

Hourly Temporary Employees and all Student Employees (both hourly and flat rate) are paid on a bi-weekly cycle. The Bi-Weekly Payroll Calendar shows the start and end of each bi-weekly work period and the corresponding pay date.

The Bi-Weekly Payroll Calendar also shows the cut-off deadline for submission of hourly employees Web Time Entry (WTE) timesheets and the cut-off deadline for supervisor approvals.

The timesheet submission deadline for employees is midnight on the last day of the bi-weekly pay period. The approval deadline for supervisors is 5 PM on the Tuesday after the bi-weekly pay period has closed. Note: online timesheet entry due dates and cut-offs may be adjusted for holidays (please consult the calendar).

Hourly employees must open and submit their online timesheets prior to midnight on the final day of the work period. Otherwise, they will be locked out and will have to submit a “late” paper timesheet in order to receive payment.

Setting up a Google calendar reminder

We recommend that each hourly employee and their supervisors create a “tickler” on their Google calendar so that they automatically receive an email every other week reminding them of payroll deadlines.

For example, if you want an email prompt to remind you to submit your timesheet to your supervisor every other Monday, follow these procedures:

1. When in Google Mail, click on ‘Calendar’
2. Click on the first day & time you want the email to show up
3. In the ‘Add title’ box, type in Submit timesheet (or Approve timesheets)
4. Click on ‘More Options’
5. Click on the ‘Does not repeat’ dropdown menu and select: Custom > Repeat every 2 weeks
6. Click on ‘Done’
7. Click on ‘Save’

2026 Bi-Weekly Payroll Calendar