University at Albany

State University of New York

Research Foundation Paycheck Distribution

Policy

The Research Foundation at the University at Albany is committed to maintaining appropriate control regarding the security and distribution of its resources. As a supervisor of Research Foundation employees, you have accepted responsibility for implementation of, and compliance with, these policies and procedures.

Procedures

• Departments must assign a representative to be responsible for the distribution of employee payroll checks in accordance with these guidelines. Authorization forms are located on the Sponsored Funds Personnel website at: http://hr.albany.edu/content/RF_authorized_sign_for_paycheck_pickup.doc . Sponsored Funds Personnel must be notified of department representative changes.

Sponsored Funds Personnel will not mail payroll checks via US Postal Service. Employees have the following options to choose from for pay check or direct deposit stub pick up / delivery:

• Pick up at Sponsored Funds Personnel , MSC 326, between 8:30 am – 5:00 pm (4 pm during summer hours).
• If an employee’s department has off-campus mail messenger service, pay checks can be delivered directly to the department and picked up from the department’s pay check distribution representative. Please remember that paychecks will not be released without photo identification and will not be released to anyone other than the employee, unless the designee provides: 1) written authorization signed by employee; 2) photo identification belonging to the employee; and 3) photo identification belonging to the authorized designee.
• If an employee’s department does not have mail messenger service, employees can request to have their pay check or direct deposit stub mailed via inter-office delivery services. Please note that inter-office delivery service does not guarantee for payday delivery.
  
  
• All department representatives assigned to pick up paychecks should be prepared to show photo identification. Paychecks may not be released if photo identification can not be produced.
  
  
• Paychecks cannot be released to anyone other than the employee, unless the designee provides:

1. Written authorization signed by the employee. NOTE: an authorization is only valid for one pay date;
2. Photo identification belonging to the employee;
3. Photo identification belonging to the authorized designee.

• Research Foundation guidelines prohibit the release of any checks prior to payday.
• Prior to check distribution, department representatives should review the paycheck distribution list and the paychecks to ensure that each employee works in their department and is entitled to receive the check (e.g. has not terminated, etc.). If there are any questions, contact Sponsored Funds Personnel at 437-4500 immediately.
• If you receive a payroll check for an employee not assigned to your department or for a new employee who failed to report to work and thus not entitled to a paycheck, please call Sponsored Funds Personnel at 437-4500 immediately.
• Paychecks must be secured in a locked desk or file when they have not been distributed.
• Employees must be given reasonable access to pick up their paychecks. Deviations from usual distribution procedures within a department should be communicated as early as possible to employees
• Employees picking up their check are required to sign the payroll check distribution list enclosed with the department’s checks.
• Employees who are not regularly available to pick up their paycheck or direct deposit stub from the department, may request to have their paycheck or stub placed in their mailbox. This is acceptable if the employee has requested this distribution method in writing. In this case, write "mailbox" and the date the check was placed in the mailbox next to the employee's name on the distribution list.

• Employees may request that you mail their check or stub to their home. If you do, write the word "mail" next to the employee's name and write the address used.
• Paychecks that have not been distributed by the following payday must be returned to Sponsored Funds Personnel, MSC 326 by 3:00 p.m. that day. Please attach information to each check explaining why the paycheck could not be distributed. DO NOT keep undistributed checks in your office beyond this deadline for any reason.
• If an employee loses a paycheck or if you are missing an employee paycheck, call Sponsored Funds Personnel Payroll 437-4500 immediately
• You are required to keep the signed department payroll check distribution list in a file for at least one year. At a later date, you may be required to produce these lists as part of an internal audit. The distribution lists also provide useful information in the event of a discrepancy.
• The Research Foundation encourages all employees to participate in direct deposit and view their paystubs and direct deposit slips on-line through Self-Service at the Research Foundation's website.