Impact: Employees
Responsibility: Human Resources
Effective Date: 12/16/2015
Revised Date: 02/26/2025
Reviewed Date: 02/26/2025
Relates to Procedure: 3.02.19
Legal Citation(s):
I. Policy Narrative
North Idaho College (NIC) has documented systems and processes to ensure employees are paid timely, accurately and legally.
NIC processes payroll as indicated on the published payroll calendar and will make all withholdings required by federal and state law. Voluntary deductions will be withheld upon appropriate authorization from the employee.
Employee Wage and Tax Statements (Form W-2) will be distributed to all employees as required by federal and state law.
Impact: Employees
Responsibility: Payroll and Human Resources
Effective Date: 03/08/2004
Revised Date: 02/26/2025
Reviewed Date: 02/26/2025
Relates to Policy: 3.02.19
Legal Citation(s):
I. PAYROLL
NIC processes payroll biweekly (every two weeks) as indicated on the published payroll calendar.
All employees are required to enroll in direct deposit within 30 days of their hire date.
NIC utilizes an electronic time-keeping system for payroll. Employees are required to utilize this system to enter time accurately and timely in accordance with published payroll guidelines.
II. MANDATORY DEDUCTIONS
All new and rehired employees will complete the required tax withholding forms as part of their employment paperwork prior to beginning work. If applicable, they will complete benefit elections through the online benefits enrollment system.
In accordance with federal and state laws, the following may be withheld from the salaries and wages of NIC employees:
- Federal income tax
- Social Security tax
- Medicare tax
- State income tax
- Retirement (as applicable)
- Any legally mandated payroll garnishments (as applicable)
III. VOLUNTARY DEDUCTIONS
Upon appropriate authorization from the employee, NIC shall deduct from the salary or wages of the employee those items which the Payroll Department is authorized to make. These deductions may include, but are not limited to the following:
- Employee benefit-related deductions such as insurance, supplemental retirement, and tax-advantaged medical accounts
- Charitable donations facilitated by the college
- Other elective deductions
IV. WAGE AND TAX STATEMENTS (W-2)
Employee Wage and Tax Statements (Form W-2) will be distributed to all employees on or before the 31st of January each year. Active employees have the option to receive W-2s electronically or through US mail.
Employees are responsible to ensure their mailing address and legal name, as maintained by Human Resources, are accurate and updated within three months of a change. When leaving the employment of NIC, it is the employee’s responsibility to confirm that their mailing address is accurate to ensure that the W-2 is mailed to the proper location the following January.