STANDARD OPERATING PROCEDURE FOR THE DISTRIBUTION OF PAYROLL
The distribution of payroll to employees of the University occurs in two primary ways:
* Direct deposit of payroll into the employee’s bank account
* Pick-up of the payroll check by the employee at the work location
Direct Deposit of Payroll- employees are encouraged to utilize this most efficient and effective method for receiving payroll. An employee who is on direct deposit receives their pay and has access to their money whether they are on vacation, sick leave or are otherwise not scheduled to work on payday, without additional effort on their part. Currently this is an option utilized by over 80% of all Ohio University employees. Employees who are not already signed up for direct deposit may obtain the direct deposit form and instructions from Finance’s web site at:
Pick-up of the Payroll Check by the Employee at the Work Location – Departments who are responsible for distributing payroll checks to employees are required to follow set standards for doing so. Those are as follows:
- Once received by University offices, payroll checks are to be properly safeguarded until their distribution on payday. Proper safeguarding includes being kept in a locked desk drawer, cabinet or safe during the day and additionally, in a locked office at night.
- The sheets that accompany the payroll checks to University offices are called, “slip sheets”. The slip sheets include a notation of “DD” by an employee’s name if they receive a direct deposit advice (i.e., are on direct deposit) or a notation of “CK” by an employee’s name if they are receiving a payroll check. This same notation appears in the window of the address for each payroll check/direct deposit advice mailer.
- For all employees with the “CK” notation, there is also a signature box by their name on the slip sheet. Those employees must sign for their payroll check, and include the date of pick-up. Only the employee may pick up his or her own payroll check. If the individual distributing the payroll check is not acquainted with the employee picking up their payroll check, either a valid driver’s license or a University ID must be presented by the employee receiving the payroll check, before it can be distributed.
- University offices are not permitted to distribute checks in any mode but in person to the employee. Payroll checks may not be placed in individual mailboxes for distribution. Payroll checks that have not been distributed within one week of receipt by the University office, must be returned to Payroll for further follow-up which may include mailing the payroll check to the employee’s home. The campus address for the Payroll Office is 214 HDL Center.
Any checks returned to Payroll should note on the signature line of the slip sheet, “Returned to Payroll on”, followed by the date. Payroll will then create a record of the return, for auditors’ validation, prior to distributing it. THIS SECTION WAS ADDED AS A REVISION ON 11-1-07
Slip sheets are to be retained by the work location for three years from the pay date. Hard copies or imaged documents must be produced upon request to external auditors, Internal Audit, or employees of the Finance Division conducting a compliance audit with policies.
- Distribution of direct deposit advices by University offices may include placing them in employee mailboxes. Although they are not payroll checks, care should still be exercised in their distribution since they contain personal employee data.
Effective April 29, 2005
Revised November 1, 2007
