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Policies and Procedures

Policy 1105 – Payroll Distribution

Effective
January 9, 2004
Last Updated
August 26, 2015
Last Reviewed
August 26, 2015
Responsible University Officer
Director of Payroll Services
Responsible Unit
Payroll Services

Policy Statement

I. Payroll Schedules

Payroll Services processes and distributes payrolls according to three separate frequencies: monthly, biweekly, and summer school schedules.

1. Monthly Payroll Schedule

The following types of payments are disbursed monthly, on the last business day of the month, for service performed during that month:

  • EPA-appointed employee pay (see exclusions below).
  • Any applicable supplemental payments (such as honoraria, one-time payments, etc.) that apply to EPA-appointed employees in addition to their regular monthly pay.
  • One-time payments made to persons for services rendered on a temporary basis where an employer-employee relationship has been determined.
  • EPA non faculty employee pay

2. Biweekly Payroll Schedule

The following types of payments are disbursed biweekly, with paydays normally occurring on Friday:

  • SPA-appointed employee pay, including pay for permanent, temporary, part-time or full-time employees.
  • Undergraduate student employee pay.
  • Part-time academic service appointment pay (EPA graduate and teaching assistants, etc.) when the appointment is for one semester or academic year.

3. Summer School Schedule

The following types of payments are disbursed (one payment each session) by the Summer Session Office, upon completion of required terms:

  • Faculty pay (including visiting faculty).
  • Summer session, part-time academic service appointment pay (assistantships).

II. Distribution

Schools, departments, and divisions should establish internal procedures to control checks for distribution to their employees and safekeeping checks prior to distribution.

Payroll Services will have available any payroll checks for terminated employees and for employees who did not get direct deposit information processed timely before their first payroll check was generated. These checks will be available for Human Resource Facilitators to pick up from Payroll Services at 104 Airport Drive, Suite 3600, between the hours of 7:30 a.m. and 4:30 p.m. on each established payday so that they may be distributed to applicable employees in their departments.

Reason for Policy

This policy establishes the various types and frequencies of payroll distribution for University employees.

Exclusions

Early release of paychecks is not permitted. In compliance with State cash management policies, an employee is not permitted to collect his/her paycheck prior to the scheduled distribution time except in the case of an emergency. The departmental payroll representative must contact the Director of Payroll Services in such instances to request permission for early collection of the check.

Special Situations

1. Overpayment

When an employee is overpaid based on late paperwork etc., Payroll Services will contact the home department, providing the amount overpaid and requesting reimbursement of overpaid funds from the affected employee via personal check or money order made payable to UNC-Chapel Hill. Depending on circumstances, if employee is still active, future payments can be docked to recoup the overpayment.

Accounts remaining unpaid after 90 days will be reported to the appropriate State agency for collection as outlined in 1105.1rd - Notice of Overpayment to Employee.

2. Lost, Stolen, or Forged Checks

The employee should report lost or stolen checks immediately to the Human Resources Representative in the department who should contact Payroll Services to initiate a Stop Payment Notice with the State Treasurer's Office. Once the stop payment action has been submitted to the State Treasurer, the employee will be notified to come to Payroll Services and sign the affidavit in the presence of a Notary Public before a replacement check will be provided.

In instances of forgery, the employee must come to Payroll Services to sign an affidavit attesting to the falsification of the endorsement on the check, in the presence of a Notary Public. In most instances Campus Police will be notified before the replacement check is issued.

Procedures

Additional Information

Frequently Asked Questions

None.

Forms and Instructions

Related Data

Current schedules of biweekly and monthly paydays

1105.1rd - Notice of Overpayment to Employee

Contacts

SUBJECT CONTACT TELEPHONE FAX E-MAIL
Distribution Payroll Services 919-962-0046 payroll@unc.edu

History

Revised:
August 26, 2015: Updated summer school payment disbursement schedule.
August 13, 2015: Added link to procedure and updated link to Related Data item.
October 15, 2014: Updated information on distribution of checks.
September 3, 2009
May 29, 2007