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Submission of North Carolina Withholding

Policy Statement
The University of Georgia will comply with North Carolina Department of Revenue requirements regarding the submission of taxes withheld from employees’ paychecks.
Reason for policy
The University of Georgia is required to follow State of North Carolina guidelines for depositing North Carolina state income taxes as per the North Carolina Department of Revenue’s publication NC-30 (found below in Appendices).
The Payroll Department deposits the total amount of North Carolina tax withheld from employees’ paychecks plus any adjustments made to North Carolina tax since the last deposit. UGA withholds an average of at least $250 but less than $2,000 of North Carolina income tax per month and therefore must electronically file a monthly Withholding Return, Form NC-5, and pay the tax monthly via secure website. Taxes withheld each month are due by the 15thof the following month. UGA is not required to file quarterly returns, however an annual return, Form NC-3, is due by the last day of February each year. A CD-ROM containing the W-2 file is also submitted at that time.
Additional contacts

Amanda Webb

Phone Number: 706-542-6935


Responsible University Senior Administrator: Vice President for Finance & Administration

Responsible University Administrator: Associate Vice President for University Business and Accounting Services

Policy Owner: Payroll

Policy Contact:Amanda Webb

Phone Number: 706-542-6935

Record Retention

Explanation: This series documents amounts withheld by Payroll from employees' checks for taxing authorities. This series may include but is not limited to: the Statement for Claiming Benefits Provided by Section 911 of the Internal Revenue Code; Withholding Allowance Certificates (W-4s); Earned Income Credit Advance Payment Certificates (W-5s); Non-resident Alien Request for Exemption from Tax Withholding (IRS Form 8233); Alien Information Request Form; and Request for Exemption from State Income Tax Withholding. Individual forms may include employees' names, addresses, social security numbers, and tax identification numbers. Documents must be retained for five (5) years after superseded or employee ends employment.

(Board of Regents: Tax Withholding Authorization Records 0472-04-037)

Record copy: The Payroll Department will maintain a file of North Carolina tax payment information.

Retention: 4 years

Policy Appendices
Submission of Federal taxes 2.2 and Georgia state withholding taxes 2.4