The purpose of this policy and procedure is to detail the responsibilities for printing, signing, pressure-sealing and transmitting payroll checks and direct deposit stubs.

Specific individuals are responsible for printing, signing, pressure-sealing and transmitting payroll checks and deposit stubs each pay period. Only the Account Clerk III in General Accounting has the authority to print checks and stubs. The Office of the Vice President for Business and Finance (VPBF) has authority to "sign" the checks.

The Account Clerk III in General Accounting will receive an e-mail message from Human Resources when the final payroll edit has been run. To print checks, the Account Clerk III will access the system and the responsible person in the Office of the VPBF will place his/her key into the system. (The Account Clerk III has password security access for check-printing; the other person’s key gives security for check-signing.) The Account Clerk III will then transfer, download, encrypt and print the checks. A log will be maintained by the Account Clerk III of the beginning and ending check numbers, the check date, and the payroll ID number. The person in the Office of the VPBF will then remove and secure his/her key. The printed, machine-signed checks will then be pressure-sealed by the Account Clerk III. Checks in the amount of $10,000.00 or more will not be machine-signed, but require the manual signature of the VPBF or President before pressure-sealing.

Employees who take advantage of the direct deposit program receive only unsigned check stubs, which are printed and pressure-sealed in a separate print cycle. Direct deposit stubs are not printed for employees on the student payroll. Their information must be accessed (with their PIN numbers) and printed from the Web.

The Account Clerk III will take the payroll checks and direct deposit stubs to the main campus Post Office for mailing to home addresses on the morning of the work-day preceding the scheduled pay date.

The Financial Analyst III in General Accounting will be first back-up to the Account Clerk III in all matters related to this policy and procedure and the Assistant Director for General Accounting and Accounts Payable will be second back-up.

5.10.10 Issuing Manual Payroll Checks
5.11.11 Voiding Payroll Checks
5.10.07 Payroll Direct Deposit
5.06.03.6 Work Study/Work Aid Checks