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FSS/PPS 03.25 - Payroll Pay Distribution

Payroll Pay Distribution

FSS/PPS No. 03.25 (04.04.09)
Issue No. 7
Effective Date: 10/15/2018
Next Review Date: 9/01/2022 (E4Y)
Sr. Reviewer: Director, Payroll and Tax Compliance

  1. POLICY STATEMENT

    1. Specific objectives of this policy and procedures statement (PPS) include:

      1. provide direct deposit for employee paychecks;

      2. provide a method whereby employees who are unable to pick up their checks on payday will be allowed to designate another authorized individual; and

      3. provide a method for mailing paychecks.

  2. REVIEW

    1. It shall be the responsibility of each person affected by this PPS to devise job procedures or other appropriate methods for carrying out all of its instructions.
  3. SCHEDULED PAYDAY

    1. 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.
  4. PROCEDURES FOR DIRECT DEPOSIT OF PAYROLL CHECKS

    1. In order to comply with Texas State University System rules, beginning January 1, 2007, all payments from Texas State will be sent electronically via ACH or direct deposit once the employee enrolls in direct deposit. These rules cover all full- and part-time employees. All bank processing will be encrypted for security and safety of information.

    2. Failure to enroll in direct deposit will result in an employee receiving payment by check rather than electronically.

    3. Employees may enroll in direct deposit online at the SAP Portal “Employee self-service” following the instructions on the Payroll and Tax Compliance Office website or submitting the Direct Deposit Enrollment Form to the Payroll and Tax Compliance Office located in JC Kellam 516.

    4. Changes to direct deposit information must be entered online in the SAP Portal “Employee self-service,” or submitted to the Payroll and Tax Compliance Office.

  5. PROCEDURES FOR DISTRIBUTION OF PAYCHECKS TO INDIVIDUALS

    1. An employee may pick up his or 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.

    2. If an employee is unable to personally pick up his or her paycheck, he or 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 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.

  6. PROCEDURES FOR MAILING OF PAYROLL PAYCHECKS

    1. An employee not on campus on payday may arrange to have his or her paycheck mailed by completing a "Request for Mailing Payroll Check" (also available at the Payroll and Tax Compliance Office website).
  7. PROCEDURES FOR UNCLAIMED PAYROLL CHECKS

    1. Student Business Services will hold payroll checks for pick-up no longer than 30 days from the check date. All checks unclaimed after 30 days will be returned to the Payroll & Tax Compliance Office and mailed to the employee’s permanent address on file at the time of mailing. Prior to mailing the check, the Payroll & Tax Compliance Office will notify the employee of the check to be mailed.

    2. Payroll checks returned to the university as undelivered or checks that are not cashed, will be reviewed every 30 days and an effort will be made to contact the employee via email, phone, or the employing department.

    3. After one year, and all efforts are exhausted with no response, the payroll checks will be considered unclaimed and turned over to the State of Texas Comptroller’s Office.

  8. EXCEPTION TO THIS PPS

    1. Any exceptions to the paycheck distribution policy must be requested in writing and approved by the director of Payroll and Tax Compliance.
  9. REVIEWER OF THIS PPS

    1. Reviewer of this PPS includes the following:

      Position Date
      Director, Payroll and Tax Compliance September 1 E4Y
  10. CERTIFICATION STATEMENT

    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