Best Practices and FAQs

Best Practices

What is Payroll Lockout and what does it mean?

Payroll lockout is the period of time in which HRIM is preparing the HR system for payroll processing therefore no actions should be entered in the HR System with the exception of JAR Hire, Promotion, and Transfer requests. Once payroll and distributions have been confirmed then you may proceed with processing actions in the HR System. A lockout reminder email and confirmation email is sent via the HR Connections listserv. If you haven’t signed up for this listserv, please do so by visiting this link: https://hr.ncsu.edu/hr-listserv/.

overpayment situation such as a Separation or UNPAID Leave of Absence with an effective date within the month of payroll processing please contact your designated Human Resources Specialist or University Payroll immediately.

When should I have a new employee start working at NC State University?

Once you receive an endorsed hiring proposal from the HR-Talent Solutions group you may make an offer of employment. When selecting a start date you will want to keep a couple of things in mind regarding the process such as payroll lockout deadlines, background check timeframes, and any internal processes you may have within your department or college.

When is payroll lockout and how does it affect when I hire someone?

The payroll lockout deadlines can be found by reviewing the Payroll Schedules under the Payroll website. The JAR hire action will need to be processed and approved through University Human Resources before this deadline in order for the employee to be active and paid within the current month of starting work. If the JAR hire action is not approved before payroll lockout and you need to have the new employee start working then they may do so as long as the background check has been endorsed prior to the start date. If the employee begins before the endorsed background check then an exception must be granted by the Senior Director of University Human Resources. The new employee and department must be aware of the following items when starting work without the JAR hire action being approved before lockout:

Starting A New Employee During Lockout

If a new employee is scheduled to start working however the JAR Hire transaction has not been  approved by University Human Resources before payroll lockout, please be sure the hiring supervisor and new employee are aware of the following information.

  1. The new employee will be paid the month following their start date which will include  retroactive pay back to their start date.
  2. Onboarding emails will be generated after the hire action has been approved by University Human Resources. The college/department HR representative should contact the Onboarding Center to schedule an appointment for the new employee.
  3. A unity ID will be created along with an email and calendar account after the hire action is approved.
  4. The new employee will be able to access MyPackPortal once the hire action has been approved and they will be able request a parking permit at that time. The college/department HR representative should contact the Transportation office to request a temporary parking permit.
  5. The new employee will not be able to access MyPackPortal to complete the necessary tax forms and sign up for direct deposit.
  6. The new employee will be able to obtain a NCSU photo ID once the hire action is approved.

Employee Separations

Employee resigns to transfer to another job at NC State University

Required documents / forms to be emailed to HRIM:

  • Signed resignation letter including actual last day worked in the department

If the employee is transferring from one department to another department on campus and there is no break in service then a separation action should not be processed in the HR system. The new department is responsible for processing a JAR Transfer or Promotion action for the employee.

If the employee is transferring from a SHRA position to an EHRA position, leave earning amounts will be affected. Please refer to the HR-Benefits Leave Administration website for more information: https://benefits.hr.ncsu.edu/leave-programs/.

If the employee is transferring to an EHRA faculty position (and is on a 9 month academic contract) then the leave balances should be paid out to the employee prior to the transfer. Please contact the HR-Benefits Leave Administration team with questions.

Employee resigns to transfer to a North Carolina university or state agency

Required documents / forms to be emailed to HRIM:

Signed resignation letter including actual last day worked at NC State University

The items listed below should be forwarded electronically to the HRIM File Room Manager within 30 days of employee’s separation:

  • Last 5 years of signed final leave monthly breakdowns (File Manager Approval)
  • Last 3 years of SHRA performance reviews (File Manager Approval)

A separation action is required to be processed in the HR system via the Job Data page. Please use the Separation / Voluntary Sep, Transfer Other Agency action and reason if the employee is transferring directly to another university within the UNC System or designated North Carolina state agency then leave may or may not transfer with the employee. As a reminder if the employee is EHRA and they have been employed less than 24 months then they are subject to Policy 8.2.4.2 of https://policies.ncsu.edu/policy/pol-05-15-01. Please contact the HR-Benefits Leave Administration team with questions.

Employee resigns from NC State University for other reasons

Required documents / forms to be emailed to HRIM:

  • Signed resignation letter including actual last day worked at NC State University

The items listed below should be forwarded electronically to the HRIM File Room Manager within 30 days of employee’s separation:

  • Last 5 years of signed final leave monthly breakdowns (File Manager Approval)
  • Last 3 years of SHRA performance reviews (File Manager Approval)

A separation action is required to be processed in the HR system via the Job Data page. As a reminder if the employee is EHRA and they have been employed less than 24 months then they are subject to Policy 8.2.4.2 of https://policies.ncsu.edu/policy/pol-05-15-01. Please contact the HR-Benefits Leave Administration team with questions.

Beginning July 1, 2017, WolfTime will automatically pay out final leave balances following the month after separation. Please ensure that the employee, supervisor and leave coordinator certify the leave balances prior to the employee leaving. The instructions for how to certify leave balances can be found under the Resources section on the WolfTime website: https://hr.ncsu.edu/wolftime/.

Employee is Discontinued or is separated due to Reduction in Force (RIF)

Required documents / forms to be emailed to HRIM:

A signed copy of the official discontinuation letter or reduction in form notification letter

The items listed below should be forwarded electronically to the HRIM File Room Manager within 30 days of employee’s separation:

  • Last 5 years of signed final leave monthly breakdowns (File Manager Approval)
  • Last 3 years of SHRA performance reviews (File Manager Approval)

A separation action is required to be processed in the HR system via the Job Data page.

Beginning July 1, 2017, WolfTime will automatically pay out final leave balances following the month after separation. Please ensure that the employee, supervisor and leave coordinator certify the leave balances prior to the employee leaving. The instructions for how to certify leave balances can be found under the Resources section on the WolfTime website: https://hr.ncsu.edu/wolftime/.

Frequently Asked Questions

SAR Roles

What SAR role do I need to process non-permanent temporary and student JAR transactions?

JAR Initiator Non-Perm trans

What SAR role do I need to request to review and approve non-permanent temporary and student JAR transactions?

JAR Approver Non-Perm Trans

What SAR role do I need to review, manage and approve temporary, hourly and student worker timesheets?

Campus Time & Labor Timekeeper

What SAR role do I need to process permanent EHRA and SHRA monthly JAR transactions?

JAR Initiator Perm trans

What SAR role do I need to review and approve permanent EHRA and SHRA monthly JAR transactions?

JAR College Initiator/Approver

Hint: Be sure to request access to all necessary TKL’s when submitting your SAR request. To do so you will need to click and drag the individual TKL’s to add them to the request.

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