NOTICE: The Finance Policies and Procedures Manual, along with the previous manual, is undergoing changes. These sites are continually updated to reflect changes in business processes. If you cannot find the information you are seeking in these policies, email financecomm@unc.edu for more information.
Policies and Procedures

Procedure 1105.1 – Creating a Manual Check

Effective
August 13, 2015
Last Updated
September 16, 2015
Last Reviewed
September 16, 2015
Responsible University Officer
Director of Payroll Services
Responsible Unit
Payroll Services

Procedure Statement

The purpose of the creating manual checks is to (1) generate an omitted payment for a newly hired employee or (2) to correct a payment for an employee who did not receive a correct payment. If the personnel action for a newly hired employee was approved by school/division and central office approvers on or before the published cutoff date for the relevant pay period, the employee will be paid by direct deposit on the regularly scheduled payday.

All campus units are responsible for processing personnel actions/documents for their employees within published deadlines. Manual checks are an exception to regular payroll processing and should never be substituted for the timely processing of employees' pay.

Note: Manual checks must be requested; they are not produced automatically.

Forms and Instructions

Processing Rules

The following rules apply for requesting manual checks for newly hired employees:

For biweekly employees:

The employee must work five (5) or more full days during their first biweekly period of employment and earn a minimum gross of $290.00 (based on current minimum wage X 40 hours; adjust accordingly for part-time employees).

For monthly employees:

The employee must work seven (7) or more full days during their first month of employment and earn a minimum gross of $406.00 (based on minimum full time annual salary for seven (7) work days or 56 hours; adjust accordingly for part-time employee).

All new employees:

Regardless of pay cycle, all new employees should be advised as to when they will receive their first paycheck. Newly hired employees who do not fall into the categories described above will be paid at the end of the following pay period.

Note: Manual checks are issued on a delayed basis. There will be NO EXCEPTIONS to the manual check procedure.

It is the responsibility of all campus units to ensure the timely processing of personnel actions/documents for their employees.

How to Request a Manual Check

Follow these procedures to request a manual check

For biweekly employees:

  • Complete the UNC-CH Manual Check Request Form and obtain all necessary signatures.
  • Create a Remedy ticket to request a Manual Check and attach the completed UNC-CH Manual Check Request Form to the ticket.       The Remedy ticket with the Manual Check Request form attached to it must be initiated by noon of the published Manual Check Cutoff date.
  • Be sure the required job assignment has been entered and approved.
  • Be sure the requisite entry has been made and approved in TIM (if applicable).
  • Enter the missing and/or corrected information into the system by noon of the published Manual Check Cutoff date.

For all other employees:

  • Complete the UNC-CH Manual Check Request Form and obtain the HR Officer’s approval.
  • Be sure that all related backup (job actions and TIM entries), approvals, and system entries are completed.
  • Create a Remedy ticket to request a Manual Check and attach the completed UNC-CH Manual Check Request Form to the ticket.       The Remedy ticket with the Manual Check Request form attached to it must be initiated by the fourth working day after the regular monthly pay date.

Note: All information must be completed and signatures are mandatory.

Manual Check Distribution

Manual checks will be held in Payroll Services for pickup by the employee or departmental designees.

  • For temporary biweekly employees: Checks are issued the Friday after the regularly scheduled pay date
  • For all other employees: Checks are issued the eleventh (11) workday following payday

Note: The Payroll Director must approve any deviations from the above schedule. Requests for an alternate distribution method must be made by emailing payroll@unc.edu with “Request for Manual Check” in the subject line.

Related Data

None.

History

Revised:
September 16, 2015: Added directions on how to accept manual checks.