University Payroll Office
Special Salary Payments - Manual Checks

Section G ~ Statement 9

  1. Purpose

    2. This Statement outlines the general guidelines under which a manual check will be issued to pay University employees and establishes the procedure to be used by campus units in making a request for a manual check.

  2. General Guidelines
    1. The University Payroll Office generally will issue a manual check for the following reasons:
  • Submission of incorrect paperwork (hours, rate, etc.)
  • Untimely submission of paperwork
  • Omission of additional pay amount
  • Central Office error (including incorrect entry into system)
  • Refund of over withheld deductions (Must Contact Payroll or Benefits Office directly to initiate refund)

                2. The University Payroll Office will only issue a manual check if the gross amount requested exceeds the following                        minimum thresholds:

                Monthly employee - $150.00
                Biweekly employee - $ 50.00

    1. The University Payroll Office will distribute all manual checks to the originating department on published manual check pay days. Manual check pay days are established as follows:

      Monthly employee – the eleventh workday following payday
      Biweekly employee – the Friday following payday

      Any deviations from this time frame or requests for an alternate method of distribution must be received and approved by the Payroll Supervisor.

    1. If the college/department has entered the personnel action on a newly hired employee on or before the announced cutoff date for the relevant pay period, the employee will be paid on the regularly scheduled payday. Manual checks for newly hired employee’s salary will not be issued unless the employee meets the following exception criteria:

      2. Monthly employee – works 7 or more full days during their first month of employment
      Biweekly employee – works 5 or more full days during their first biweekly period of employment

      Newly hired employees who do not fall into this exception window will receive their first payroll check at the end of the following pay period. This should be explained to new employees at the time of hire.

    2. Manual check requests, Form PA345, must be properly completed, signed, and received by the University Payroll Office by the published Manual Check Payday Cutoff. Additionally, all related backup, approvals, and system entries (outlined under (C) Procedures) must be completed and entered by the published cutoff date. Cutoff dates for manual checks are defined as

      Monthly employee – Four (4) working days after the regular monthly payroll
      Biweekly employee – Noon, Two (2) working days after the regular biweekly payroll

    1. There will be no exceptions to the manual check procedures established in this statement. It is the responsibility of all campus units to ensure the timely processing of personnel actions/documents for their employees.

    C.    Procedures

    1. Complete a Request for Manual Check for Salary Payment, Form PA345, in accordance with the instructions under (D) Instructions for Completing the Form PA345.

                2. Enter and secure approval of Human Resources System personnel actions necessary to complete transaction.

    1. For permanent employees, enter or correct any job actions or additional pay panels related to the manual check request. Attach print screens of relevant data to Form PA345 for review and approval.
    2. For temporary employees, enter a timesheet with the correct data for the manual check request. Mark the "manual check box" on the timesheet.
    1. When completed, signed, and approved by the Dean/Department Head/Director or authorized signatory, forward the Form PA345 as follows:
    1. For permanent employees, forward Form PA345 with applicable supporting documents to the appropriate personnel office for review and approval. (The personnel office will review the request, validate the gross amount requested, approve the request, and forward Form PA345 with attached backup to University Payroll Office.)
    2. For temporary employees, forward Form PA345 to the University Payroll Office.
    1. Questions concerning the manual check request procedures should be referred to the Payroll Supervisor at extension 3-3668.

    D. Instructions for Completing the Form PA345.

  1. Research any request for a manual check to determine if the correction can be made on the next scheduled payroll or if the correction requires a manual check.
  2. Calculate the gross amount to be paid to the employee.
  3. Enter employee’s name (Last name, First name, Middle Initial) on the line titled "Employee name".
  4. Enter employee’s social security number on the lines titled "SSN".
  5. Enter employee’s Human Resources System employee id number on the line titled "Empl ID#".
  6. Enter the Department number (aka Organizational Unit Control number) for the department requesting the manual check on the line titled "Dept # (OUC)". This will assist payroll in delivery and tracking of manual checks.
  7. Enter the Department name on the line title "Department Name".
  8. Enter the identifying number of the pay period to be adjusted on the line titled "Pay Period". For example, if a manual check is being requested because 8 hours of overtime was entered into the system for payroll 20012R01 instead of 18 hours, enter 2R01 on the line titled "Pay Period"
  9. Check the appropriate payroll status of the employee. Check all that apply.
  10. Select the most accurate reason for the manual check request. If the reason for the manual check request is not listed, please select "Other" and write a description of the request on the line provided.
  11. Enter the Gross amount of the payment requested on the line titled "Estimated Gross Amount Payable".
  12. Sign the name of the person preparing the form on the line titled "Preparer’s Signature". This signature is mandatory. A manual check request will not be honored without this signature.
  13. Enter the phone number of the person preparing the form on the line titled "Phone Number".
  14. Enter the date the form was signed by the preparer on the adjacent line titled "Date".
  15. Forward completed form to the Dean/Department Head/Vice Chancellor for their approval. The Dean/Department Head/VC will validate the amount of the request.
  16. Sign the name of the Dean/Department Head/Vice Chancellor that reviewed the request form on the line titled "Dean/Dept. Head/VC Signature". This signature is mandatory. A manual check request will not be honored without this signature.
  17. Enter the date the form was signed by the Dean/Dept. Head/VC on the adjacent line titled "Date".
  18. Forward the completed and signed form to the appropriate Personnel Office for approval if applicable. The Personnel Office will forward the completed, signed, and approved form to the University Payroll Office. A Personnel Office signature is required when any Human Resources System personnel action is necessary to complete the transaction (such as a job action or additional pay). A Personnel Office signature is not required when a timesheet has been entered or corrected.

If no Personnel Office approval is required, forward the completed and signed form directly to the University Payroll Office.

Note: The University Payroll Office will return the printed manual checks to the CDC of the requesting department on the published Manual Check Paydays. The Payroll Supervisor must approve special arrangements.