A. Purpose
The purposes of this Statement are to identify the file of authorized Timekeeping Location Coordinators and Check Distribution Coordinators.
B. General Guidelines/Applicable Policies
2. Two separate forms have been developed for departmental use to communicate these authority levels to the Payroll Office. These forms replace Form PYRL06 and are described below.
b) Form PYRL21--Check Distribution Coordinator Update Form must be used to add, change, or delete information concerning personnel responsible for receiving payroll distributions and distributing payroll checks.
C. Procedures
2. PYRL2 1--Check Distribution Coordinator Update Form requires the Department Head signature and cannot be faxed. (This signature is a mandatory requirement). However, PYRL20--Timekeeping Location Coordinator Update Form does not require the Department Head Signature and can be faxed (Payroll fax = 515-2130). When either form is completed, signed, and approved by the Department Head (if applicable), forward to the University Payroll Office, Box 7233, whenever an event occurs.
D. Forms
Both forms (PYRL20 and PYRL21) may be reproduced by the office making the request. Email Robin Nowlin to request both forms.
E. Instructions for Completing PYRL20--Timekeeping Location Coordinator Update Form
1 Department
Enter the Department, School, or Division where the Timekeeping
Location Coordinator is assigned.
2 Timekeeping Location
Enter the three digit departmental code that identifies the department
responsible for processing the employees' time records.
3 Check Distribution Code
Enter the three digit departmental code that determines where
employees' checks will be sent.
4 Effective Date of Change
Enter the applicable date corresponding to action.
Sections A,B,C
Remove Current
Enter the name of the current person serving as Biweekly Coordinator,
Graduate Coordinator, or SPA/EPA (Monthly) Coordinator for your
department.
Add
Enter the name of the new person that will be serving as Biweekly
Coordinator, Graduate Coordinator, or SPA/EPA Coordinator for
your department.
Change Information
Enter either the name, location, or phone number to be changed. These
blocks must be used only to change the information currently on file.
For example: Jane Smith changes her name to Jane Doe.
E. Instructions for Completing PYRL21--Check Distribution Coordinator Update Form
1 Department
Enter the Department, School, or Division where the Check
Distribution Coordinator is assigned.
2 Check Distribution Code(s)
Enter the three digit departmental code that determines where
employees' checks will be sent.
3 Effective Date of Change
Enter the applicable date corresponding to action.
4 Department Head Signature
When completed, this form must be signed by a senior administrative
employee such as a Dean, Department Head, or Director.
No substitute signature will be accepted.
Sections A,B,C
Remove Current
Enter the name of the current person whose name appears on the
Biweekly and/or Monthly Check Distribution labels.
Add
Enter the name of the new person whose name will appear on the
Biweekly and/or Monthly Check Distribution labels.
Change Information
Enter either the name, location, or phone number to be changed. These
blocks must be used only to change the information currently on file.
For example: Jane Smith changes her name to Jane Doe.
PLEASE NOTE: Form PYRL21 must be in by the 10th of the month for the changes made to your department's check distribution labels to be effective that month.