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Frequently Asked Questions

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Payroll FAQ's

Q: When is payday?
A:
  Paydays are the last working day of the month for the period from the first day of the month to the 15th day of the month; and the 15th day of the following month for the period from the 16th day of the month to the end of the month.  If a payday falls on a weekend or holiday, the preceding work day will be payday.

Q: How do I access my paycheck information, since NDSU does not print direct deposit advices?
A:
  Employees can access their pay and other information by logging into Employee Self Service.    If an employee does not know their User ID or Password, they can call the North Dakota University System Help Desk at 1-866-457-6387 for assistance.

Q: How do I know what my User ID and Password are for Employee Self Service?
A:
  Employees should call the North Dakota University System Help Desk at 1-866-457-6387 to find out their User ID and Password information.

Q: I can see my paycheck information online in Employee Self Service a few days before payday. Does that mean the funds are available in my bank account for me to use?
A:
  No.  Paydays are the 15th and last working day of the month.  Even though you can view your payroll information before those dates, the funds are not deposited into your account until payday each pay period.

Q: What is OASDI/EE and MED/EE and why is it being deducted from my paychecks?
A:
  These two taxes combine to make up FICA taxes, more commonly called Social Security.  All employees are subject to these federal taxes, unless they meet limited exceptions such as being registered as a half-time student or employees who are working in the United States on certain immigration statuses.

Q: I was employed at NDSU when employees were still paid monthly with no pay lag. Now that my employment with NDSU is done, when will I receive the pay that I am owed from when we transitioned from that pay system to being paid semi-monthly with a pay lag?
A:
  Your last regular payday will be one pay period after your employment with NDSU is complete.  This will be the final amount owed to you for the pay lag.  Your annual and sick leave (if applicable) balances will be paid out on the pay period following the last regular payday.  For example, if employment ends on October 31 the last regular payday will be November 15.  The annual and sick leave (if applicable) balances will be paid on November 30.

Q: I have changed departments. How do I update my campus address information for the online directory?
A:
  Please send an email to ndsu.hr@ndsu.edu with the updated campus address information.  We are only able to update campus building/room number and campus phone number.  All other fields update from either ITS or job position information.

Q: I have moved. How do I update my home address information?
A:
  Employees can update their home and mailing address information in two ways.  They can update the information themselves in Employee Self Service  or they can download a Notice of Change form and submit to Human Resources and Payroll.

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Family Medical Leave (FMLA) FAQ's

Q:   Do I have to exhaust my sick and/or vacation leave prior to using FMLA?
A:    Yes, you are required to exhaust all applicable paid leave before using unpaid FMLA.  All paid leave will run concurrent with the employee's FMLA time. 

Q:   How much sick leave can I use when I am taking leave for the birth of a child?
A:    Typically 6 weeks is the amount of time that medical providers indicate is needed to recover from child birth.  If an employee needs to use sick leave for more than 6 weeks following the birth of the child, NDSU will require medical documentation from the patient's provider.  Following the period of time that sick leave is taken, annual leave would be used until exhausted.  At that time, if the 12 weeks of FMLA leave has not been exhausted, the employee could switch to unpaid leave to fulfill the remainder of their FMLA time. 

Q:   Can I take intermittent FMLA for the care of my child?
A:    The law allows an organization to determine whether or not to permit the use of intermittent leave for an employee to care for their child.  NDSU has made the determination that individual departments will be the best judge as to whether an intermittent leave will work in their area.  Therefore, the decision to allow or deny the use of intermittent leave for the care of a child is made by the department of the requesting employee.  

Q:    At what point do I complete FMLA paperwork for the birth of my child?
A:    You may request the paperwork at any point; however, allowing a few months prior to the expected delivery date is beneficial for planning and processing time.

Q:    Who can I contact if I have additional FMLA questions?
A:
    For additional information on Family Medical Leave, please contact Human Resources and Payroll at (701) 231-8961 or email us at ndsu.hr@ndsu.edu.

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Tuition Waiver - Spouse/Partner/Dependent FAQ's


View these questions in a printable PDF format.

Q: What policy covers tuition waiver - spouse/partner/dependent and where can I find it?
A: NDSU Policy 133.1.

Q: What is the difference between a tuition waiver - faculty/staff and a tuition waiver - spouse/partner/dependent?
A:
A tuition waiver - faculty/staff is for employees; a tuition waiver - spouse/partner/dependent is for a spouse/partner/dependent. For tuition waiver - faculty/staff information, view the Tuition Waiver - Faculty/Staff FAQ's

Q: When are the applications due to Human Resources and Payroll?
A:
 Tuition waiver - spouse/partner/dependent applications are due on the Monday, 2-weeks prior to the start of class.  Tuition waiver - faculty/staff must be submitted to and approved by Human Resources and Payroll prior to the beginning of class. Human Resources and Payroll will send out an email with the specific dates for each semester.

Q: What happens if I miss the deadline for submitting a tuition waiver application?
A:
If an employee fails to submit the application on time, the employee’s Vice President will have to approve the form before Human Resources and Payroll will process the application.   It is the employee’s responsibility to coordinate with their Vice President to receive their approval.  

Q: Can my spouse/partner/dependent receive a tuition waiver when taking Distance and Continuing Education courses?
A:
No, tuition waivers for Distance and Continuing Education courses are not included in the spouse/partner/dependent benefit.  

Q: Can my spouse/partner/dependent take a class at another North Dakota institution and receive the tuition waiver?
A:
No, the tuition waiver - spouse/partner/dependent only applies to courses at NDSU.

Q: Can my spouse/partner/dependent take an online course?
A:
Yes, as long as the online course is not a Distance and Continuing Education Course.  

Q: My dependent just got married, can they still receive the tuition waiver?
A:
No, once a dependent gets married they are no longer eligible to receive the tuition waiver.

Q: Are there age restrictions for dependents?
A:
Yes, the age of the dependent determines if they must be enrolled as a full-time student or if they have the option to be enrolled as a part-time student. There are no age requirements for a spouse/partner.  

Q: What are the age restrictions for dependents?
A:
If a dependent is age 22 or younger they can be enrolled as either a full-time or part-time student and still be covered by the waiver. 

If a dependent is age 23, 24, or 25, they must be enrolled as a full-time student. 

If the dependent is age 26 or older at the beginning of the semester they are not eligible for the waiver. If they turn 26 during the semester, they remain eligible until that semester ends.

Q: How is full-time defined?
A:
A minimum of 12 credits per semester is required to be considered a full-time undergraduate or professional student.  During the summer semester, undergraduate students must have 6 credits to be considered full-time and professional students must have 9 credits to be considered full-time.

Graduate students full-time status is 9 credits (5 credits in the summer). 

To calculate the 12 or 9 credit hours needed to reach full-time status, any combination of class types can be used (i.e. Distance and Continuing Education courses).  However the waiver will only apply to eligible courses.  For example, a student can take 9 credit hours of undergraduate courses and 3 credits of Distance and Continuing Education courses to reach the 12, however the discount will not be applied to the 3 Distance and Continuing Education hours.

Q: I have a “balances past due” on my account, will my tuition waiver application be processed by Human Resources and Payroll?
A:
The application will be held until the overdue account is paid.  Once paid, the tuition waiver will be processed by Human Resources and Payroll.   Employees/Students must contact the Bison Connection or Customer Account Services to resolve any disputes.  

Q: I’m a new staff employee that is still on probation. Am I eligible for the tuition waiver - faculty/staff and the tuition waiver - spouse/partner/dependent?
A:
An employee is not eligible to use the tuition waiver - spouse/partner/dependent until the probationary period has been completed.   However, an employee who is still on probation is eligible for a tuition waiver - faculty/staff.

Q:  Can an employee use the tuition waiver - spouse/partner/dependent for classes offered through the Great Plains Interactive Distance Alliance (GPIDEA) program?
A:  No, courses offered through GPIDEA are not eligible for the tuition waiver.

Q: Who do I contact if I have more questions?  
A:
Contact Human Resources and Payroll at 701-231-6293.

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Tuition Waiver - Faculty/Staff FAQ's


View these questions in a printable PDF format.

Q: What policy covers tuition waiver - faculty/staff and where can I find it?
A:
NDSU Policy 133.

Q: What is the difference between a tuition waiver - faculty/staff and a tuition waiver - spouse/partner/dependent?
A:
A tuition waiver - faculty/staff is for employees; a tuition waiver - spouse/partner/dependent is for a spouse/partner/dependent. For tuition waiver - spouse/partner/dependent information, view the Tuition Waiver - Spouse/Partner/Dependent FAQ's.

Q: When is the application due to Human Resources and Payroll?
A:
Tuition waiver - faculty/staff must be submitted to and approved by Human Resources and Payroll prior to the beginning of class.   Tuition waiver - spouse/partner/dependent is due on the Monday, 2-weeks prior to the start of class.   Human Resources and Payroll will send out an email with the specific dates for each semester.

Q: What happens if I miss the deadline for submitting a tuition waiver?
A:
If an employee fails to submit the application on time, the employee’s Vice President will have to approve the form before Human Resources and Payroll will process the application.   It is the employee’s responsibility to coordinate with their Vice President to receive their approval.  

Q: How many classes can an employee take per year?
A:
An employee can apply for a tuition waiver of up to 3 academic classes per calendar year.  There is no limit to the credit hours per class.  

Q: Can an employee be released from work to attend a class?
A:
Per NDSU Policy 133, an employee may be released from work for regular class sessions for one academic class per semester with approval of the employee's immediate supervisor and/or department head.  Approval is granted only if the course time does not interfere with completion of the employee’s essential job duties and the essential work of the institution.

Q: Can an employee take more than one class per semester and still get the tuition waiver?
A:
Yes, however per NDSU Policy 133, the employee can only be released from work for 1 class.  Any additional classes must be taken during non-work time, or through special arrangements with their supervisor/department head.

Q: What does the signature by Human Resources and Payroll mean?
A:
The signature by Human Resources and Payroll means that the employee is eligible to use the tuition waiver.  Supervisors and Department Heads are responsible for enforcing the policy’s absenteeism guidelines for classes.

Q: Will Human Resources and Payroll enroll me in the classes I put on the tuition waiver application?
A:
No, all students must enroll through normal admission/course enrollment methods.

Q: I have a “balances past due” on my account, will my tuition waiver application be processed by Human Resources and Payroll?
A:
The application will be held until the overdue account is paid.  Once paid, the tuition waiver will be processed by Human Resources and Payroll.   Employees/Students must contact the Bison Connection or Customer Account Services to resolve any disputes.  

Q: I’m a new staff employee that is still on probation. Am I eligible for the tuition waiver?
A:
An employee who is still on probation is eligible for a tuition waiver - faculty/staff.  The employee hire date must be before the start of the semester in order to be considered eligible for that semester.

Q:  Can an employee use the tuition waiver - faculty/staff for classes offered through the Great Plains Interactive Distance Alliance (GPIDEA) program?
A:  No, courses offered through GPIDEA are not eligible for the tuition waiver - faculty/staff.

Q: Who do I contact if I have more questions? 
A: Contact the Human Resources/Payroll Office at 701-231-6293.

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North Dakota State University
Phone: +1 (701) 231-8961 / Fax: (701) 231-9686
Campus address: SGC 102
Physical/delivery address: 1919 University Dr N, Fargo, ND 58102
Mailing address: NDSU Dept. 3140 / PO Box 6050 / Fargo, ND 58108-6050
Page manager: Human Resources/Payroll

Last Updated: Friday, May 22, 2015 3:13:29 PM