Section: Financial
Policy Number: 3-16
Policy Name: Distribution of Payroll Checks and Non-Negotiable Direct Deposit Advices
Date: October 1, 1981
Revisions: October 11, 1988; June 5, 1989; May 1997; November 2000; February 7, 2006

  1. PURPOSE

    To ensure prompt delivery and safe handling of employee payroll checks and non-negotiable direct deposit advices.

  2. POLICY

    Payroll checks for employees "grandfathered" from the mandatory direct deposit policy and non-negotiable direct deposit advices for AFSCME employees are delivered by Campus Mail to the employee's department. Upon receipt, the department is to compare the check and advices to the accompanying list to ensure that all listed advices and checks marked with a "G" are delivered. Any misdirected checks/advices should be returned to Payroll by a Public Safety Officer the same day. The staff member should sign and date the list when verification is completed. The list is to be kept in the department for possible future reference.

    Checks/advices are given personally to the employee to ensure that they are not lost or stolen. Any check/advice which the department is unable to deliver or forward to the payee within ten days are returned to the Payroll and Systems Administration Office on the 11th work day. Returned checks will be available for the employee to pick up in the Payroll and Systems Administration Office at 413 Academy Street,Monday through Friday, between 8 a.m. and 5 p.m. Checks or advices that cannot be delivered immediately are to be safeguarded in a locked safe or container pending delivery to the employee or returned to the Payroll and Systems Administration Office in accordance with the time limit stated above.

    Employees receiving paychecks who are not "grandfathered" must pick up their checks at the Payroll and Systems Administration Office at 413 Academy Street. Employee must present a picture ID card when picking up a check at the Payroll Office.

    See related policy 3-25: Direct Deposit of Pay.

Submitted by: HR Systems Administration