Issued: July 17, 1989
Owner: University Bursar
PAYROLL CHECK DISTRIBUTION
This policy describes the general guidelines for payroll check distribution.
2.0 Policy [Top]
The Bursar's Office, Check Distribution Section, receives all State paychecks for the University of Virginia, and all locally produced paychecks for the University, Medical Center, and Clinch Valley College. These checks are sorted by department and taken by messenger to Regional Payroll Distributors, or mailed directly by U.S. certified mail.
Regional Payroll Distributors serve as central distribution points for paychecks. They receive payroll envelopes for approximately twenty departments in their area of the University. Each of these departments picks up its own paychecks in payroll envelopes from the Distributor and returns unclaimed paychecks in envelopes to the Distributor after two weeks.
The University is divided into several hundred payroll departments for payroll distribution purposes. These departments usually coincide with major academic or administrative departments. However, some departments are consolidated for payroll distribution purposes or a large academic or administrative department may have more than one payroll department.
Payroll departments are identified by three letter codes called Home Department Codes (HDC). Each of these payroll departments has Payroll Distribution Officers who are responsible for controlling and disbursing payroll checks.
2.2 Regional Payroll Distributors
Regional Payroll Distributors are usually Departmental Payroll Distribution Officers who have been designated by the Bursar.
- Procedure 4-28, "Duties and Responsibilities of Regional Payroll Distributors"
- Procedure4-29, "Preparation of Regional Payroll Distributor Payroll Bag Release Form."
2.3 Departmental Payroll Distribution Officers
It is the responsibility of the department/activity head of each payroll department to appoint Departmental Payroll Distribution Officers.
Procedure 4-30, "Designation of Payroll Distribution Officers."
NO EMPLOYEE WHO IS RESPONSIBLE FOR PREPARING PAYROLL TRANSACTIONS MAY BE APPOINTED AS A DEPARTMENTAL PAYROLL DISTRIBUTION OFFICER.
Departmental Payroll Distribution Officers are responsible for complying with all policies and procedures related to payroll check distribution. They should be particularly familiar with the following:
- 4-30 "Designation of Payroll Distribution Officers"
- 4-31 "Duties and Responsibilities of Payroll Distribution Officers"
- 4-32 "Processing Unclaimed Payroll Checks"
- 4-33 "Preparation of Payroll Transmittal Form"
- 4-34 "Preparation of Payroll Distribution List"
- 4-35 "Preparation of Paycheck Mailout Form"
- 4-36 "Preparation of Designation for Individual Paycheck Pickup"
2.4 Release of Payroll Checks
Payroll checks are never released prior to payday. The only exception is when an employee is permanently leaving the country. In this case, the employee's department head should submit a written request to the Assistant Comptroller -Accounting Operations to release the employee's paycheck early.
2.5 Not Releasing Checks for an I-9 Form
Even if payday has arrived, Check Distribution Section will not release wage employee checks until the employee or department returns a completed I-9 form to Personnel. The Bursar's Office will hold the check until receipt of release form from Personnel. However, such checks are held for one month only. After that time, the checks are redeposited into a holding account.
For more information on the I-9 Form see:
University Human Resource Payroll Policy 10, "New Hires"
3.0 Definitions [Top]
4.0 References [Top]
5.0 Approvals and Revisions [Top]