1011: Distribution of Payroll Checks

Statement

The University recognizes the need to have pay checks available for employees on payday.

Philosophy

The University recognizes its legal obligation to have the employees’ checks available for the employee on payday.  To accomplish this, the University encourages the employee either to pick up the payroll check from his or her department or to subscribe to direct deposit.

Procedures

Check Distribution Office 
Payroll checks will be released only to those whose authorized signature is on file in the Check Distribution Office. 

Check Distribution is located in 304 The Car Barn. Hours of operation are from 8:30 a.m. until 5:00 p.m., Monday through Friday.  The following is a schedule for distribution of pay checks to University departments.  Check Distribution does not mail paychecks. 

Direct Deposit 
Employees may either pick up their paycheck within their home department or request direct deposit.  The University discourages the mailing of payroll checks.  Department Heads should encourage employees to utilize direct deposit to eliminate the need for mailing paychecks.  If a department agrees to mail an employee’s pay check, the department is responsible for mailing the paycheck and notifying the employee of the mailing date.

Special Payroll Checks 
“Special Payroll” checks include payroll checks which are issued  outside the normal payroll cycle and can be for such reasons as:

• correction of an error in an employee’s pay
• termination
• paperwork processing delays

This is not intended to be an all-inclusive list of circumstances warranting a special check.

Special Payroll check requests received by 10:30 a.m. in the Payroll Department will be ready for pick up in Check Distribution by 3:00 p.m. the same day.

Direct deposit is not feasible when a Special Payroll check is required.  When a department requests a Special Payroll check, the department may indicate on the request that the check should be mailed.  This is the only circumstance in which Check Distribution will mail a paycheck.  Check Distribution will ensure the Special Payroll check is mailed on the date of issue.  Prior to submitting the request to the Payroll Department, the department should verify the accuracy of the employee’s address.

Responsibility

All employees are responsible to follow the procedures outlined in this policy.

Resources

Contact the University Payroll Office for questions about this policy or if you would like more information.  Contact the appropriate Payroll Time Recording Office for questions about pick up for local office.