Volume 2: FINANCIAL SERVICES - Distribution/ Early Release of Payroll Checks/ DDAS

click here to download MS Word

format

UNIVERSITY POLICY

SUBJECT:

FINANCIAL AFFAIRS

TITLE:

DISTRIBUTION/EARLY RELEASE OF PAYROLL CHECKS/DDA'S

CODING:

00-01-50-01:00

ADOPTED:

03/21/95

AMENDED:

02/28/00

I. PURPOSE

          To establish the policy for distribution of Payroll Checks/Direct Deposit Advices (DDAs),
          including the early release of Payroll Checks/DDAs to full-time as well as part-time faculty
          and staff.

II. ACCOUNTABILITY

Under the direction of the President, the Vice President for Finance and Treasurer shall
ensure compliance with this policy and the Controller shall implement this policy.

III. POLICY

          A.    Payroll Checks/DDAs will be released on the regularly scheduled payday. The
                  regularly scheduled payday in most cases will be a Friday, however, when Friday
                  is designated as a University holiday, Payroll Checks/DDAs will be released on
                  Thursday. (During Thanksgiving week, when the University is closed Thursday
                  and Friday, Payroll Checks/DDAs will be released on Wednesday).

          B.    The designated Campus Cashier (Campus Cashier) will only distribute Payroll
                  Checks/DDA to the authorized employee designated by the Department Head
                  on the Payroll Checks/DDAs Authorization Form (Exhibit A).

Procedure for the distribution of payroll checks/DDAs:

                  1.    Payroll Checks/DDAs not distributed by the designated department authorized
                         employee are to be returned to the Campus Cashier's Office no later than the
                         fifth working day after the scheduled payday.

2. The Campus Cashier will return the Payroll Checks/DDAs to the LP Head
Cashier no later than the fifth working day after the scheduled payday.

                  3.    The LP Head Cashier will return only the DDAs to the Payroll Department the
                         same day they are received from the Campus Cashier's Office. The LP Head
                         Cashier's Office will retain the unclaimed payroll checks and after 2 weeks,
                         provide the Payroll Department with a list of employees whose checks have not
                         been picked up from the LP Head Cashier's Office.

                 4.    The unclaimed payroll checks will remain in the LP Head Cashier's Office for a
                         period of 90 days. After the 90 day period, the LP Head Cashier will issue a
                         final list of unclaimed payroll checks to the Payroll Department while
                         simultaneously forwarding the unclaimed payroll checks to the Accounting
                         Department.

         C.     Individuals who desire to pick up their own Payroll Check/DDAs from the Campus
                 Cashier must present written permission from a Director level or above: Director levels
                 must obtain approval from their Vice President. In addition, such individuals must
                 present their University identification card.

D. Release of Payroll Checks/DDAs to an employee prior to a scheduled payday will be
permitted as follows:

                1.    Second and third shift employees not scheduled to work on payday may pick up
                       their Payroll Checks/DDAs no earlier than 3:00 P.M. if they have their Department
                       Head sign and submit the Payroll Check/Direct Deposit Advice Early Release
                       Form (Exhibit B) to their Cashier's Office two days prior to payday.

                2.    All other faculty and staff members requesting early release of their Payroll
                       Check/DDAs because they will be off-campus on the Friday payday must obtain
                       their Department Head's signature by having him/her submit the Payroll
                       Check/Direct Deposit Advice Early Release Form (Exhibit B) to their cashier two
                       days prior to payday.

IV. EXHIBITS

A. Payroll Check/DDAs Authorization Form

B. Payroll Check/Direct Deposit Advice Early Release Form

By Direction of the President:

______________________________
Vice President for Finance & Treasurer

EXHIBIT A

UNIVERSITY OF MEDICINE AND DENTISTRY OF NEW JERSEY
PAYROLL CHECKS/DDAs AUTHORIZATION FORM

TO: CASHIER'S OFFICE

__________________ LIBERTY PLAZA, 4^TH FLOOR (732)235-9169

__________________ MEDICAL SCHOOL, ROOM 644B (973) 972-4379

__________________ NEWARK - UBHC, ROOM C69 (973) 972-4865

__________________ DENTAL SCHOOL, ROOM B830 (973) 972-6642

__________________ BERGEN BUILDING, GA LEVEL (973) 972-7953

__________________ UNIVERSITY HOSPITAL ROOM C242 (973) 972-4036

__________________ PISCATAWAY CAMPUS, RWJMS, ROOM V2 (732) 235-4754

__________________ PISCATAWAY CAMPUS, UBHC, ROOM C102 (732) 235-4693

__________________ STRATFORD CAMPUS, PCC ROOM 242 (856) 566-6791

FROM: Department of _______________________________________(Your Dept. Name)

Home Department No.________________________

Department Time sheet No.____________________

Telephone No. _______-_______

It is requested that payroll checks/Direct Deposit Advices for the following employees in
alphabetical order be released to the authorized person from my department. Employees on
Direct Deposit are referenced by a D/D.

______________________________ ______________________________

DATE:________________

________________________________             ________________________________
AUTHORIZED EMPLOYEE DEPARTMENT HEAD/
                                                                                ASST. ADMINISTRATOR OR
                                                                                PROGRAM MANAGER SIGNATURE

EXHIBIT B

UNIVERSITY OF MEDICINE AND DENTISTRY OF NEW JERSEY
PAYROLL CHECK/DIRECT DEPOSIT ADVICE EARLY RELEASE FORM

DATE__________________________ DEPARTMENT OF ________________________

PAY PERIOD ENDING___________ HOME DEPARTMENT NO._________________

DEPARTMENT TIME SHEET NO._____________ TELEPHONE NO. _________________

Employees working on second or third shift only:

______________________________ ______________________________

DATE:__________________________

___________________________                 ___________________________________
AUTHORIZED EMPLOYEE                         DEPARTMENT HEAD/
                                                                       ASST. ADMINISTRATOR OR PROGRAM
                                                                       MANAGER SIGNATURE

Policy Manual Table of Contents

OPPM Home Page

UMDNJ Home Page