Payroll FAQs

Frequently Asked Questions

Online Pay Statements

Is my pay information available online?
Electronic delivery of confidential pay information is more secure, cost effective, and environmentally friendly than using paper pay statements. The 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?
All employees have pay statements available online. The pay statements can be accessed by clicking on the Pay Check Quick App on the My Resources Tab or the Home Tab in insideND. Hourly employees will be provided paper pay statements in addition to having access to their online earnings statements. This is necessary because not all hourly employees have access to computers during work hours.

Hourly Employees Online Pay Stub Instructions  Non-Hourly Employees Online Pay Stub Instructions


When will I be able to see the current pay period statement?
Your online pay statements will be available on your scheduled pay date. 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 and PC.


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 & Firefox & Chrome
Mac - Safari & Firefox


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?
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.
 

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 payroll@nd.edu or 631-7575.


What do I do if my pay, deductions, or vacation or leave balances seem incorrect?
The email payroll@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 contact list. You can also contact Payroll Services at the main office number, 631-7575.


I received additional pay 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.


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.

W2s

When can I expect my annual form W2?
All employee W2s are mailed on or around January 31 for the prior calendar year.

What if I did not receive a form W2?
W2s are mailed to home addresses of employees as of a date in mid January each year. If you did not receive a form W2, you may access it online (beginning with 2008 W2s) via InsideND, similar to employee pay stubs. In the search bar type in "W2" and then enter to locate the W2 icon. Click on the W-2 icon to access the W2 in a format that can be used for filing paper versions of federal and state tax returns.

Do I need a VPN connection to view my online W2?
In order to access your W2 from an off campus location, you will first need to establish a VPN (virtual private network) connection. Detailed instructions for connecting to the VPN are available at http://secure.nd.edu/stay-secure/vpn.shtml If you need assistence connecting to InsideND or the VPN, please contact the OIT Help Desk at 631-8111 or oithelp@nd.edu.

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, Payroll Calendars.

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. Please note that all employees 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. Go to Direct Deposit Instructions for more information.


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. Go to Direct Deposit Instructions for more information.


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 and you will need to enter updated Direct Deposit information

Overtime

How is my overtime compensation calculated?

Overtime is paid at the rate of one and one-half (1 ½) times an employee’s regular rate of pay for all hours worked in excess of forty (40) hours in a standard work week. “Hours worked” refers to the amount of time actually worked in a standard work week. Paid time off for sick leave, vacation, or holidays is not included in hours worked for the determination of overtime. 

Overtime hours and compensation is based on calculation using the above rate. 

EXAMPLE:

An employee paid $10.00 an hour works 45 hours in a standard work week

The straight time earnings for the week is $450.00 (45 hours worked x $10.00 = $450.00)

Total hours worked (including overtime)

Hourly Rate

Straight time earnings (including overtime)

45

$10.00

$450.00

The overtime earnings for the week is $25.00 (5 hours x $10.00 x.5= $25.00)

Overtime hours worked

Overtime Rate ($10.00 x .5)

Overtime earnings

5

$5.00

$25.00

 

 

 

Total earnings

 

 

$475.00

 

Total earnings for the standard week are $475.00.  The employee, therefore, receives one and one-half (1 ½) times employee’s regular rate for overtime hours worked.

Straight time earnings ($10.00 x 40)   = $400.00

Overtime earnings ($10.00 x 1.5 x 5)    = $75.00

______________________________________

Total earnings                                     = $475.00


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 email ultratime@nd.edu
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, please email ultratime@nd.edu.


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.

On-line Form W-4

If I am claiming exempt status, when does my exempt status expire?

W-4s claiming "exempt" status expire February 15th each year. New exempt W-4s are due by February 1st in order to be processed by the Friday 15th Payroll expiration date.

I'm a new employee and haven't elected my tax information on-line, what happens to my tax status

The tax withholding status for a new employee will be "marital status of single; exemptions of "o" until the employee submits an online W-4.

When do my changes on-line take effect? 

Typically it will take effect for the next pay date if submitted ata least 5 business days prior to that date.

How do I make changes if I work in a state other than Indiana or Michigan? 

Continue to submit a paper form if you work in a state outside of Indiana or Michigan. Paper forms are available at http://controller.nd.edu/forms.

Can I still submit a paper form to make my tax election changes? 

No, we no longer accept paper tax forms. You can make your tax election on-line via inside.nd.edu.  

Who do I contact for general on-line W4 questions?    

You can contact the Payroll Help desk at 1-7575 or askpay@nd.edu.