HR/Payroll System

Online Pay Statements

Payroll Calendar

Direct Deposit

Paychecks

Special Pays

Ultratime

Faculty/Staff Additonal Pay for Services

Non-Employee Payment for Services

Online Pay Statements:

Why do I have to view my pay information on line? Why were paper pay statements discontinued?


Electronic delivery of confidential pay information is more secure, cost effective, and environmentally friendly than using paper pay statements. The new HR/Payroll System provides secure access to your pay information, as well as to links related to your employment at Notre Dame, from any web enabled computer.


How do I find out my pay information, now that I’m not getting a paper pay statement?


All employee’s have pay statements available online. These can be accessed using the Current Pay Stub link on the Employment Details channel of insideND. Hourly employees will be provided paper pay statements in addition to having access to their online earnings statements. This is because many hourly employees do not have access to computers during work hours.

Hourly Employees click here

Non-Hourly Employees click here


When will I be able to see the current pay period statement?
Your online pay statements will be available on your scheduled pay date. For an updated payroll calendar listing pay dates, see Pay Group Information at http://controller.nd.edu/about-us/payroll-services.shtml


In many cases, the online pay statement may be available a couple of days before the actual pay date, although the funds will not be in your account and available for spending until the actual pay date.


Will I receive an email notification that my pay statement has been posted online?


There will not be an email notification when pay statements are posted on line.


Can I get my online pay statement at a computer other than my work computer?


Yes. In addition to your work computer, there are multiple computer clusters on campus that are available for anyone with a NetID. For more information on what software and hardware is available in the clusters and where they are located, go to: http://oit.nd.edu/clusters_classrooms/index.shtml


You also can access your online pay statement from your home computer.


Can I view my online pay statement on either a MAC or a PC?


Yes, you can view your online pay statement on both MAC’s and PC’s.


Does it matter which internet browser I use to access my online pay statement?

The supported browsers for Self Service Banner and the online pay statements are:
For Windows – Internet Explorer & Netscape
Mac - Safari & Netscape


When I try to login to insideND to see my online pay statement, it asks for my NetID and password. I don’t know one or the other or both. How do I get one?


In order to view the information at http://inside.nd.edu, you need your University NetID and password. If you do not know your NetID and password, please visit the OIT Help Desk in Room 128 E.J. DeBartolo Hall or contact them at 631-8111. (When visiting the OIT Help Desk, a photo ID will be required to access your NetID information.)


I can login, but when I click on Pay Statement, nothing happens.
If you are a new employee you will not see any pay information until your first paycheck has been generated. If you are not a new employee, this could mean your access or security is not correct. In this case, contact the OIT Help Desk at 1-8111.


What information does the online pay statement include?
Mostly, the same information that was on your paper pay statement. It shows gross FICA or Medicare wages, taxable wages, deductions (including all taxes), and net wages. Current year-to-date totals will appear on all pay statements for the pay year in question.
(Note that in 2006, the year of conversion to the new HR/Payroll System, year to date Federal information for some earnings codes and some benefit deductions will not be available. This is because enhanced earnings and deductions codes were developed in the new system which could not be mapped directly to the codes used in the old system.

Why can 't I see information on ND's contributions retirement account?
With today's retirement plans information available on line at Vanguard, Fidelity, and TIAA, the need for such information on a pay stub is much less than it was when the University's previous payroll system was designed.
Should you wish to know the University's contribution each pay date, simply double your "Retirement NDFA" deduction shown on each pay statement. This information can be verified a few business days after each pay date by logging onto your account with your retirement benefit provider. See Quick Links available at http://hr.nd.edu/benefits/retire2.shtml

Who do I contact if I have questions about my online pay statement?
Information was provided to you at your orientation session. You may also contact Payroll Services at askpayroll@nd.edu or 631-7575.


What do I do if my pay, deductions, or vacation or leave balances seem incorrect?
The email askpayroll@nd.edu has been established for questions relating to pay and deductions. For vacation and leave balances, contact askHR@nd.edu or 631-5900. You may also contact your payroll’s coordinator. For a list of the payroll coordinators, go to http://controller.nd.edu/about-us/payroll-services.shtml. You can also contact Payroll Services at the main office number, 631-7575.


I received a bonus this pay period. Can I see it online?
Yes, all payments are viewable online.


Can I view pay statements from prior pay periods?
Yes. You will see a listing of your pay statements from July 2006 to the most recent. You can click on any of these links to view and/or print the pay statement of your choice. If your hire date was after July 2006, you’ll see each pay statement back to your hire date.


I’m looking at my pay statement from several pay periods ago. I don’t understand the year to date totals.
Year-to-date totals are shown as of the date you are inquiring, not the date of the pay statement you are reviewing. For example, if on October 1, 2008 you are viewing July 31, 2008 pay information, your year-to-date totals will be as of October 1, 2008. Also, if you looked at your July 31, 2008 pay statement in 2009 or a later year, you would see December 31, 2008 YTD totals.


How do I print my online pay statement?
Simply press the printer icon on your Internet browser to print.

I need printed copies of my last three pay statement for a mortgage/refinance/rental application. How do I request copies?
Lenders who request pay statements to verify employment will accept printed copies of your online pay statements. Notre Dame’s reference as the employer is clearly indicated on the printed online pay statement. Your employment at Notre Dame can also be verified by contacting HR at askhr@nd.edu.


Is the Employee Self Service site secure? How can I be sure someone else cannot see my online pay statement?
The HR/Payroll System application is secured by Notre Dame’s network and security as with all applications. You can personally safeguard your information by keeping your password confidential. To ensure that your personal information and the University's confidential information remain secure, YOU must ensure that your computer stays secure. See Security information at http://oit.nd.edu/security/ regarding additional security safeguards.

Additionally, when you have completed viewing your online pay statement, exit/close your browser.


Payroll Calendar:


What is the current payroll calendar? What are the cut-off dates for submitting data and forms?
For an updated payroll calendar listing pay dates and cut-off dates, see http://controller.nd.edu/about-us/payroll-services.shtml


Direct Deposit:


How can I elect direct deposit?
Direct deposit is the quickest, most reliable, and safest method of payment. Over 99% of all University employees receive their pay via direct deposit! Those who wish to take advantage of the security and reliability that the direct deposit program offers can contact the Payroll Office at (574) 631-7575 for a direct deposit form or download it from the Web at http://www.nd.edu/~hr/forms/auto_dep_form2.pdf . A voided check must be attached to the form to verify routing and account numbers.


Please note that all employees hired after June 30, 1997 (which includes new pension recipients after June 30, 1997) are required to be on direct deposit in accordance with University policy.


Can I elect direct deposit to a savings account?
Direct deposit is offered to savings or checking accounts. Using the same forms listed above, simply insert savings account information on the form and attach a voided deposit slip, rather than a voided check.


Can I set up more than one bank account for direct deposit?
The payroll system is set up to accept only one direct deposit account. If you’d like to automatically transfer funds to your other financial accounts, contact your financial institution who can make such arrangements for you.


I closed my bank account, but did not notify payroll to change my direct deposit information. Now I have not received my last payment. What do I do?
Payroll Services receives notification from financial institutions of a rejected direct deposit 1-3 business days after the deposit is sent. After receiving this notification, Payroll can issue a manual check payment to the employee.



Pay Checks:

I have not elected direct deposit, so I still receive a pay check. How are checks distributed?
Payroll mails pay checks to each employee’s home address. These checks will be mailed out on pay day and should arrive within 1 - 3 days.


Special Pays:


Are special pays still be paid on a check?
The standard procedure for special pays for Notre Dame employees is that they will be added to the employee’s next regular pay. However, in some situations, such as for a special award or recognition, checks may be produced.


Ultratime:


If I have questions about Ultratime, who should I contact?
Please contact your department’s Ultratime Administrator with questions about Ultratime. If your department does not have an Ultratime Administrator, please contact Aaron Blight in Payroll Services at 631-7101. She can either answer your question or direct you to the appropriate Ultratime Administrator.


If my department wants to switch from paper time cards to Ultratime, what should we do?
A concerted effort to convert departments from paper to Ultratime is now underway. Your department will be contacted at the appropriate time. Meanwhile, if you have questions, contact Aaron Blight in Payroll Services at 631-7101.


Faculty/Staff Additional Pay for Services:


The instructions for the Faculty/Staff Additional Pay for Services Form say I MUST use a Labor account code for payments on this form. But I charge these types of payments to a non-labor account (i.e. entertainment, royalties.) What should I do?
The new HR/Payroll System requires that any payment to a Notre Dame employee must use a labor account code in combination with the department’s fund, org and program codes. To assist with this transition, the Controller’s Office created a new set of labor account codes to use for special payments to Notre Dame employees and for graduate stipends. You can find the list of these codes on the Renovare training handout, “Using the New Labor Account Numbers". If you have questions about these codes, contact William McKinney in the Controller’s Office (631-7127, wmckinne@nd.edu).


I budgeted my employee additional pay for services payments in the non-labor accounts. Will I be penalized when my expenses don’t match my budget?
Departments will not be penalized for expenditures not matching their budgets when these expenses are charged to the new labor account codes, rather than the non-labor account to which the funds were budgeted. However, the department’s overall (total) budget does need to balance.


Non-Employee Payment for Services:


Do I have to use a labor account code for payments to non-employees?
No. Payments to non-employees (i.e. independent contractors), which are made through Accounts Payable, may still be paid using non-labor account codes. However, please note that payments to non-employees who are non-resident aliens will be paid through Payroll Services to facilitate required tax withholdings. In those cases, a labor account must be used.


Why do I have to answer the questions on page 2 of the form?
The IRS has strict guidelines to determine whether a person providing a service should be paid as an employee or an independent contractor. These questions and the other information on the form support the payment of the person as an independent contractor.