Online training is located in the Training Catalog - Controller's Office page on D2L.
Navigating to the Controller's D2L Page provides instructions on how to access D2L through the OneCampus portal.
The University uses XMedius SendSecure to securely send and receive highly sensitive documents with entities outside the University. XM SendSecure allows for the safe exchange and temporary storage of sensitive files in a virtual SafeBox. Use this link to send confidential information to the Payroll office.
1042-S FORM: Form for Foreign Person's U.S. Source Income Subject to Withholding issued to non-resident aliens for income received during a calendar year. These forms are mailed by the mid-March deadline.
ACADEMIC YEAR: This refers to the academic period from the start of the fall term through spring commencement, covering both Fall and Spring terms.
ACCOUNT CODE: The third element of the Banner FOAPAL accounting string is used to identify specific financial transactions. Account codes define the type of activity taking place such as payroll expenses.
BANNER: The Enterprise Resource Planning (ERP) relational database used by the University for its Human Resources, Payroll, Finance, and Student functions, records, and processing. Its parent company is Ellucian.
CALENDAR YEAR: January 1 through December 31 for IRS and payroll purposes.
CLASSIFIED EMPLOYEE: Salaried employees whose positions are subject to the Virginia Personnel Act.
DEFAULT EARNINGS: Refers primarily to salaried employees and also to stipend payments where pay “defaults” into payroll processing.
DEFERRED PAY: An IRS accountable plan whereby employees with less than 12-month appointments, typically instructional faculty, are required to spread their pay over 12 months. Example: for 9-month employees, 25% of their paycheck is set aside and then paid back to the employee over the summer months (June-August).
DIRECT DEPOSIT: A method for depositing an employee's net pay directly into their bank account via ACH. It is required for all employees except for Federal Work Study employees.
EMPLOYMENT CLASSIFICATION (E-CLASS / ECLS): Employment classification designated in Banner by a specific code. Defines employment as student, graduate student, wage, exempt or non-exempt classified, administrative and professional, and teaching and research faculty. The e-class also designates pay type (hourly or salaried) and defines the eligible earnings for each classification.
EARN CODE: A three-letter code that describes the pay type, such as REG for regular earnings, and OT1 for overtime. Each earn code defaults to a corresponding labor account code.
EARNING STATEMENT: A digital pay statement available in the Employee Dashboard on OneCampus for employees receiving pay.
ELIGIBLE EARNINGS: Earnings that are appropriate based on the employee classification.
EXEMPT EMPLOYEE: Employees not eligible for overtime, as they are exempt from Fair Labor Standards Act provisions.
FEDERAL WORK STUDY/WORK SCHOLARSHIP: The Federal Work-Study program provides part-time employment for undergraduate and graduate students with financial needs while they are enrolled in school. These students cannot earn more than their Federal Aid award. The Work Scholarship program is university-run and funded as a counterpart to Federal Work Study. These programs are administered by the Financial Aid Office.
FICA EXEMPT: Students enrolled at least half time, 6 credit hours, are exempt from FICA (Social Security and Medicare taxes) as are certain non-resident aliens. Unless otherwise excluded by the IRS, everyone else is subject to FICA. FICA has an employee and employer component.
FISCAL YEAR: Financial period from July 1st through June 30th.
GRADUATE ASSISTANT (GA): Graduate assistantships are used to recruit and retain full-time, quality students in graduate programs. The primary goal of assistantships is to provide a stipend to help graduate students reach their educational objectives by working within the University community.
INTERSESSION: A teaching appointment during the summer or winter session.
LABOR DISTRIBUTION: Defines where an employee's payroll expenses (earnings and deductions) are to be charged: specific fund, organization, account code, and program with a corresponding percentage that must total 100%.
LEAVE REPORT: Exempt classified, administrative, and professional faculty, as well as 11 and 12-month teaching and research faculty employees, submit only non-productive (leave) time on leave reports via web time entry per the Leave Reports submission schedule. Leave reports must be approved by the employee's supervisor in accordance with the applicable schedule.
NON-EXEMPT EMPLOYEE: Employees who fall within this category must be paid at least the state minimum wage for each hour worked and given overtime pay of not less than one-and-a-half times their hourly rate for any hours worked beyond 40 each week. Non-exempt employees submit hours worked and leave taken electronically using Banner web time entry. Employees who fall within this category are eligible for overtime and are subject to the provisions of the Fair Labor Standards Act.
NON-RESIDENT ALIEN: A person who is not a U.S. citizen or resident alien.
PAY PERIOD: The inclusive calendar dates for which pay is issued. Pay periods are from the 10th through the 24th of the month and the 25th through the 9th of the month for salaried employees. Hourly employees have bi-weekly pay periods that fluctuate.
PAYDAY: The day on which pay is issued to employees. Payday is generally on the 1st and 16th of the month for salaried employees unless the 1st and 16th occur on the weekend. Hourly employees are paid every other Friday.
STUDENT EMPLOYEE: An individual whose primary effort is directed toward receiving a formal education from Radford University and whose work effort is part-time and secondary in nature.
TIMESHEET: Hourly wage employees and student hourly wage employees (including Work Study/Work Scholarship employees) complete a web time entry timesheet each pay period for their hours worked to be paid. This also includes paper timesheets submitted manually when web time entry deadlines are missed. Timesheets must be approved by the employee's supervisor in accordance with the applicable schedule.
W-2 FORM: An IRS wage and tax statement form that summarizes an employee's annual taxable wages and related compensation, income taxes, and certain payroll deductions in a calendar year. W-2s are required to be mailed by January 31st of each year.
W-4 FORM: An IRS form completed by an employee to indicate his or her tax situation (exemptions, status, etc.) to the employer. The W-4 form tells the employer the correct amount of federal tax to withhold from an employee's paycheck. Many states also have an IRS form W-4 equivalent for state income tax withholding.
WEB TIME ENTRY: Hourly wage employees submit hours worked via Banner Web Time Entry (WTE) and supervisors must approve those hours according to the wage pay schedule.