FSS/PPS No. 03.25 (04.04.09)
Issue No. 6
Effective Date: 9/01/2014
Next Review Date: 9/01/2018 (E4Y)
Sr. Reviewer: Director, Payroll and Tax Compliance
Specific objectives of this PPS are:
To provide direct deposit for employee paychecks.
To provide a method whereby employees who are unable to pick up his/her checks on payday will be allowed to designate another authorized individual.
To provide a method for the mailing of paychecks.
- It shall be the responsibility of each person affected by this PPS to devise job procedures and/or other appropriate methods for carrying out all of its instructions.
- Scheduled paydays will coincide with those issued by the State Comptroller’s Office. In most cases, this will be the first workday of the month for those paid monthly; either the calendar date of the 15th or the first workday after the 15th of the month and the last working day of the month for those paid semi-monthly; and on either the calendar date of the 10th or the first workday after the 10th of the month for those receiving a supplemental payment.
DIRECT DEPOSIT OF PAYROLL CHECKS
In order to comply with Texas State University System rules, beginning January 1, 2007 all payments from the Texas State University will be sent electronically via ACH/direct deposit once the employee enrolls in direct deposit. Failure to enroll in Direct Deposit will result in an employee receiving payment by check rather than electronically. These rules cover all full and part-time employees. If an employee chooses to terminate the direct deposit of their paycheck he/she must complete the required paperwork in the Payroll and Tax Compliance Office, JCK 516. All bank processing will be encrypted for security and safety of information.
Employees may enroll in Direct Deposit by following the instructions on the Payroll and Tax Compliance Office website. Employees may also follow the instructions to make necessary changes to their direct deposit information.
Employees may also enroll by completing the [Direct Deposit Enrollment Form](http://gato-docs.its.txstate.edu/jcr:88a4b0b3-ab22-4a0d-8b85-4f04ef477b95/Direct Deposit Enrollment Form.pdf) or at the Payroll and Tax Compliance Office, JCK 516.
To unenroll in the direct deposit program please contact the Payroll and Tax Compliance Office at (512) 245-2543 or via email to firstname.lastname@example.org.
DISTRIBUTION OF PAYCHECKS TO INDIVIDUALS
An employee may pick up his/her paycheck at the Student Business Services, Cashier’s window and will be required to furnish a Texas State I.D. card or valid government issued I.D. card.
If an employee is unable to personally pick up his/her paycheck, he/she may authorize an agent (another individual) to do so. The agent will be required to present a signed “Authorization To Release Payroll Check” (available from the Payroll and Tax Compliance Office or on their website). This form authorizes the agent to pick up only this employee’s paycheck, when presented with the employee’s I.D. card. The agent will also be required to sign for the employee’s paycheck.
MAILING OF PAYROLL PAYCHECKS
- An employee not on campus on payday may arrange to have his/her paycheck mailed by completing a Request for Mailing Payroll Check (also available at the Payroll and Tax Compliance Office).
EXCEPTION TO THIS PPS
- Any exceptions to the paycheck distribution policy must be requested in writing and approved by the Director, Payroll and Tax Compliance.
REVIEWERS OF THIS PPS
Reviewers of this PPS include the following:
Position Date Director, Payroll and Tax Compliance September 1 E4Y
This PPS has been approved by the following individuals in their official capacities and represents Texas State Finance and Support Services policy and procedure from the date of this document until superseded.
Director, Payroll and Tax Compliance; senior reviewer of this PPS
Associate Vice President for Financial Services
Vice President for Finance and Support Services