UNIVERSITY OF VIRGINIA
FINANCIAL AND ADMINISTRATIVE PROCEDURES MANUAL
TITLE: DUTIES AND RESPONSIBILITIES OF PROCEDURE: 4-31
PAYROLL DISTRIBUTION OFFICERS
Policy Reference:
See also Procedures: 4-30 and 4-32 through 4-36
Purpose
To provide uniformity in payroll distribution throughout the
University.
Responsibility Action
Distribution of Payroll Checks
Departmental Payroll
Distribution Officer 1. Picks up payroll check envelopes for
department from the Regional Payroll
Distributor BETWEEN 10:00 A.M. AND
11:00 A.M. on paydays. Signs
Payroll Distribution List (UT-184)
under "Received."
NOTE: Payroll Distribution Officer
should be prepared to present one
photo identification.
See also Procedure 4-34,
"Preparation of Regional Payroll
Distribution List."
2. Compares Payroll Transmittal Form
(UT-192) to Check Receipt Lists and
payroll checks.
NOTE: The total number of checks
should be the same for each and the
names on the checks should match the
names on the Check Receipt Lists.
NOTE: All employees paid are
normally employees of the
department.
3. Completes Part 2 of Payroll
Transmittal Form (UT-192).
See also Procedure 4-33,
"Preparation of Payroll Transmittal
Form (UT-192)."
Responsibility Action
Distribution of Payroll Checks (Cont'd)
Departmental Payroll 4. Immediately notifies Check
Distribution Officer Distribution Supervisor, at
924-4536, of any errors or
suspected errors in checks received
or not received.
5. Controls and safeguards checks at
all times. Checks should be kept in
a secure, locked container when not
attended. Only Payroll Distribution
Officers from his/her department
should have access to checks.
6. Distributes checks to employees.
Requires photo identification when
not personally acquainted with
employee.
Requires employee to sign his/her
full name on the Check Receipt List
for the pay period in question next
to printed name.
Gives employee the paycheck for
which he/she has signed, or
Mailing of Payroll Checks
7. Mails employee's paycheck when so
requested by employee on a properly
completed Paycheck Mailout Form
(UT-195).
See also Procedure 4-35,
"Preparation of Paycheck Mailout
Form."
Writes "mailed" next to employee's
name on Check Receipt List date, and
signs own name in full.
Responsibility Action
Distribution of Payroll Checks to Third
Parties
Departmental Payroll 8. Distributes employee's paycheck to a
Distribution Officer third party when so requested by
employee on a properly completed
Designation for Individual Paycheck
Pickup (UT-180).
See also Procedure 4-36,
"Preparation of Distribution Officer
Designation for Individual Paycheck
Pickup."
Requires third party sign full name
on Check Receipt List next to
employee's name and notes that this
is a third party picking up
the check.
Handling of Erroneous Payroll Checks
9. If a check is received for an
employee of the department who is
not due the check, it should be
returned to the Check Distribution
Supervisor, Bursar's Office,
Carruthers Hall. The check should
be stapled to a letter explaining
the circumstances and the action to
be taken.
The check should be returned on the
next Tuesday through the Regional
Payroll Distributor or hand
delivered to the Check Distribution
Section of the Bursar's Office.
PAYROLL CHECKS SHOULD NOT BE SENT
THROUGH MESSENGER MAIL.
10. Forwards a copy of the letter/s to
the Payroll Department in Carruthers
Hall.
Responsibility Action
11. Notes on the corresponding Check
Receipt List that the check was
returned to the Bursar's Office and
the reason for the return.
12. Lists this check on the Payroll
Transmittal Form in the "Returned
Checks" section and notes date
returned.
Handling of Unclaimed Payroll Checks
Departmental Payroll
Distribution Officer 13. Between 8:00 a.m and 9:00 a.m. on
the return date stamped on the
payroll envelope, returns all
unclaimed paychecks, payroll
transmittal forms, and check receipt
lists TO THE REGIONAL PAYROLL
DISTRIBUTOR. PAYROLL CHECKS SHOULD
NOT BE SENT THROUGH MESSENGER
MAIL.
See also Procedure 4-32, "Processing
Unclaimed Payroll Checks."
Regional Payroll 14. Delivers payroll envelopes
Distributor returned checks to the University
messenger who picks up locked
payroll bags between 10:00 a.m. and
11:00 a.m. each Tuesday.
ISSUED BY: 07/17/89
University Bursar 4.31.4