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. to access online Pay Statements, log into InsideND with your NetID and password. Search for and click the Pay Statement Task.  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.

 Online Pay Statement Instructions  56K (pdf)


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?
No. 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 a work or home computer, there are multiple computer and printers available for anyone with a Notre Dame NetID. See Campus Computer and Printer Locations


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 sPatements 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? How do I access this information?
In order to view the information on InsideND, you need your University NetID and password. If you do not know your NetID and password, please contact the OIT Help Desk at 631-8111.


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 631-8111.


What information does the online Pay Statement include?
Your Pay Statement shows your 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 current pay year.
 

Who do I contact if I have questions about my online Pay Statement?
You may contact Payroll Services regarding your Pay Statement at payroll@nd.edu or 631-7575.


What do I do if my pay, deductions, or vacation or leave balances seem incorrect?
For questions about pay and payroll deductions (non-insurance or benefit deductions), contact Payroll Services or 631-7575. You may also contact your payroll’s coordinator. For a list of the payroll coordinators, go to Contact Us.


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?
Once you click on the Pay Statement Task, choose the year for the Pay Statement you would like to print and click Display. Click on the underlined Pay Statement Date to view. At the bottom of the page, click on Printer Friendly to bring a format that is easily printable of Save to File.

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.

I need employment verification for a mortgage/refinance/rental application. How do I request this?
Your employment at Notre Dame can also be verified through The Work Number. The Work Number service is used when you apply for a loan, need a reference check, lease an apartment or any other instance where proof of employment or income is needed. For more information click on The Work Number.


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 https://oit.nd.edu/services/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 Statements. Search for and click on the W-2 task. Enter the year for the W-2 you are wanting to locate and the last 4 digits of your Social Security Number. You then will have access to the W-2 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 assistance 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


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 may be able to make such arrangements for you. Go to Direct Deposit Instructions for more information.


I closed my bank account, but did not update my direct deposit information in InsideND. 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 will reach out to you to remind you to update your direct deposit allocation. Please note that you will need to have a new, active Direct Deposit  set up before Payroll can release the paper check.

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

 

 

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, or you do not know wh that person is, you may email ultratime@nd.edu or call Payroll Services at 631-7575.
 


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 Controller's website.  If you have questions about these codes, contact the Controller’s Office.


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.

Online Tax Withholding Elections (Form W-4)

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

W-4s claiming "exempt" status expire around February 15th each year. You are required to claim "exempt" each year.

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 all new employee defaults to Filing Status: Single, Number of Allowances:0 until the employee updates their online Tax Withholding Elections (Form W-4) on InsideND.

When do my changes on-line take effect? 

Typically it will take effect for the next pay date if submitted at 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 election forms. You can make your tax election online via InsideND.  From InsideND, Search for W-4 and click on the Tax Withholding Elections task. From there you will be able to access and Update your Federal Tax Withholding and State/county Tax Withholding elections.

Who do I contact for general online W-4 questions?    

You can contact Payroll Services for questions about how to set up your W-4 elections, but please note that they are not able to give any tax advice or direct you in any way with what election to chose.