University Payroll Office
Returned Checks

Section G ~ Statement 6

 

  1. Purpose

    2. This Statement outlines the general guidelines under which an employee salary check should be returned to University Payroll Office, and establishes the procedures to be used by campus units in returning a salary check.

  2. General Guidelines
    1. Campus departments should return an employee payroll check to the University Payroll Office for the following reasons:
  • Overpayment due to resignation/retirement/termination
  • Overpayment due to leave without pay
  • Overpayment due to overdrawn leave
  • Overpayment due to erroneous calculation or transaction entry
  • Employee never picked up check and were unable to forward
    1. Returned checks should not be defaced in any way.
    2. Form PA360, Return Check Procedure should be completed and attached to the returned check. Further information about Form PA360 may be found in section (D) Instructions for Completing Form PA360.
    3. Return overpayment or unclaimed payroll checks to University Payroll Office as soon as possible, but no later than thirty (30) days from the paydate the checks were distributed.
    4. There will be no exceptions to the returned check procedures established in this statement. It is the responsibility of all campus units to identify, correct, and notify University Payroll of any and all overpayments or unclaimed checks.

   C.   Procedures

    1. Identify overpayment situations or undeliverable/unclaimed employee payroll checks.
    2. Complete a Return Check Procedure, Form PA360, in accordance with the instructions under (D) Instructions for Completing the Form PA360.
    3. Attach completed Form PA360 to the overpayment or undeliverable/unclaimed employee payroll check and forward to the University Payroll Office, Campus Box 7233, Administrative Services Center.
    4. Complete appropriate Human Resources System transaction to support the returned check if necessary. For example, if an overpayment situation has occurred due to a resignation/retirement/termination, enter (or verify entry of) termination action into Human Resources System.
    5. Update address information in Human Resources System if necessary. Even if employee has terminated, the most current known address should always be on file.

    D. Instructions for Completing the Form PA360.

  1. Enter check number of overpayment or undeliverable/unclaimed employee payroll check on the line titled CK #.
  2. Enter the issue date of employee payroll check to be returned on the line titled CK DATE. This date is recorded on the check stub.
  3. Check the box next to the reason for returning the employee payroll check. Please specify the details of the reason on the lines provided. If the reason is not an overpayment or undeliverable/unclaimed check, please check the box next to "Other" and enter an explanation on the line provided.
  4. Sign the name of the person preparing the form on the line titled Signature.
  5. Enter the date the form was prepared on the line titled Date.
  6. Enter the department to which the salary payment was charged on the line titled Department.
  7. Enter the telephone extension number of the department listed on the line titled EXT.