**INACTIVE POLICY**

For Current Policies:
Policy Table of Contents

 

                      UNIVERSITY OF VIRGINIA
           FINANCIAL AND ADMINISTRATIVE POLICIES MANUAL



TITLE:  PAYROLL:  DEPARTMENTAL RESPONSIBILITIES    POLICY:  XII.B.1x
                                                 
                                                                    
OVERALL RESPONSIBILITIES

Departments must adhere to all University Human Resources Policies
and Procedures. (See Human Resources Policies and Procedures
Manual.)

Department and activity heads are responsible for ensuring that
proper internal controls exist for all payroll activity.

THE UNIVERSITY HAS AN OBLIGATION TO PAY EMPLOYEES ON PAYDAY FOR
SERVICES PERFORMED.  THEREFORE, IT IS CRITICAL THAT DEPARTMENTS
SUBMIT PAYROLL DOCUMENTS ACCORDING TO PUBLISHED DEADLINES,
ESPECIALLY TIMESHEETS AND WAGE EMPLOYEE FORMS.

University employees should normally be paid for work performed for
or on behalf of the University only through the University Payroll
Department.  Exceptions to this policy must have prior approval
from the University President.

DEPARTMENTAL PAYROLL CONTACT

Each department must designate at least one employee as their
payroll contact. This person will be responsible for the
preparation of all payroll input. Responsibilities of the
departmental payroll contact include the following:

      Each payroll contact is responsible for accurate completion
      and timely submission of all payroll documents.  Documents
      must have the appropriate signatures to be processed by
      Payroll.

      Each payroll contact is responsible for disseminating payroll
      information received from Payroll to the employees in their
      department.

      Each payroll contact is responsible for answering questions
      from employees in their area.  In most cases, the
      departmental contact should be able to answer any payroll
      questions.

AUTHORIZATION

Automated Timesheets (ATS) must be signed by the department head or
authorized designee to be processed by Payroll.  Wage Employee
Forms (WEF) must be signed by the department head or authorized
designee and by the departmental payroll contact to be processed by
Payroll.

ALL STAMPED, INITIALED OR ILLEGIBLE SIGNATURES ARE UNACCEPTABLE.
                                                                   

TIMELY SUBMISSION

      EMPLOYEE: Performs services that are subject to the will and
      control of the employer--both what is done and how it is
      done.  The employer's right to control, not the exercise of
      that right, is a key factor.  The employer can allow the
      employee considerable discretion, so long as the employer has
      the legal right to control both the methods and results of
      the services.  An employee is to be differentiated from and
      independent contractor, consultant, and a person receiving an
      honoraria.

      (For other definitions, see policy VII.R.11, "Consulting.")

      WAGE EMPLOYEES: All payroll documents must be received in
      Payroll by the Payroll Department's deadlines.

      All Wage Employee Forms and Automated Timesheets must be     
      received in Payroll by 12:30 p.m. on Monday unless otherwise
      noted.                                                       
          
      CLASSIFIED AND FACULTY EMPLOYEES:  All payroll changes for
      classified and faculty employees must be submitted promptly
      to the Department of Human Resources.

      LATE SUBMISSION OF PAPERWORK CAN RESULT IN INCORRECT
      PAYCHECKS AND OVERPAYMENTS.

      For information regarding other Payroll deadlines, please
      contact the Payroll Department at 924-4350.


ACCURATE INFORMATION

All documents received by the Payroll Department are expected to be
accurate and complete.

For help in completing Wage Employee Forms, refer to the data sheet
entitled  "A Quick Reference to WEF Data Element Codes." 
Additional copies can be obtained from the Payroll Department by
calling 924-4344.


INTERNAL CONTROLS

If possible the employee who signs and authorizes the payroll input
should not be the person who actually prepares the input.

                                                                  
No employee who is responsible for preparing payroll transactions
may be appointed as a Department Payroll Distribution Officer.

See also Policy IV.F.1. "Payroll Check Distribution."

SPECIAL PAYROLL CHECKS

      WAGE EMPLOYEES: A special payroll check may be issued to a
      wage employee who does not receive a regular paycheck due to
      a department neglecting to submit hours on an Automated
      Timesheet (ATS) or a Wage Employee Form (WEF).

Request for a special payroll check must be made by the department
head or authorized designee, IN WRITING, and must be received by
Payroll before 1:00 p.m. on the pay day.  A written request for a
special check must include the following information:

      Employee name and social security number.

      Employee pay source (i.e., pay type, account number, object
      code).

      Employee pay rate, number of hours, and total gross wages to
      be paid.

      Explanation of why a special paycheck is necessary.

      Signature and phone number of department head or authorized
      designee.

 Requests must be accompanied by a completed Wage Employee Form for
 new employees or for employees with new pay sources.  Payroll will
 notify the departmental payroll contact when the check will be
 available for pick-up in the Check Distribution section of the
 Bursar's Office.

NOTE:  The University requires valid photo identification at the
time of pick-up before releasing a special check to an employee.


      SALARIED CLASSIFIED AND FACULTY EMPLOYEES

      Payroll CAN NOT issue special checks to salary classified and
      faculty employees.

      Under certain circumstances, employees may be eligible for a
      salary advance issued by the Department of Human Resources. 
      (See Salary Advances for Salaried
      Classified and Faculty Employees section, page 12.4.1.2).
                                                                   
ISSUED BY:                                               02/01/95  

Associate Comptroller for
Accounting Operations         12.2.1.1