|Policy Owner:||Payroll Department and the Office of Faculty and Staff Labor Relations|
|Applies to:||All Employees|
|Campus Applicability:||UConn Storrs and Regional Campuses|
|Effective Date:||August 19, 2014|
|For More Information, Contact||Payroll Department|
|Contact Information:||(860) 486-2423|
REASON FOR POLICY
The purpose of this policy is to ensure the appropriate handling, and timely distribution, of paychecks to University employees.
This policy applies to all employees at the University of Connecticut, Storrs and Regional Campuses, as well as department liaisons responsible for claiming and distributing biweekly paychecks.
Pay periods occur in two week cycles that begin on the Friday of a pay week and end on the Thursday of the following pay week. There is a two week interval between the date of a check and the period for which employees are paid, with the exception of Graduate Assistants who are paid ‘to-date’ (see Graduate Assistant Pay Schedule Policy). Biweekly paychecks are collated and distributed based on the ‘section number’ assigned to a department by Payroll. Employees who have elected to utilize direct deposit do not receive a paper advice of deposit. All employees are able to access their paystub information via ‘ePay’ on the State’s Core-CT portal.
Distribution at the Storrs Campus: Designated department liaisons on the Storrs Campus must retrieve paychecks at the Payroll Department Main Office between 12:00 p.m. and 3:00 p.m. on alternating Thursdays. At the time of pickup, the ‘Payroll Authorization Check Card’ (issued by the Payroll Department) must be presented. Checks that are not claimed at the Payroll Department Main Office will be delivered to departments on Friday via intercampus mail.
Distribution to the Regional Campuses: Representatives from the regional campuses are not required to retrieve paychecks at the Payroll Department Main Office on the Storrs Campus. Paychecks will be delivered to the regional campuses via mail delivery service or courier.
Section Number Assignment: Departments are assigned unique section numbers for ease of distribution, and employee checks are coded accordingly. At the discretion of the Payroll Department and under limited circumstances, new section numbers will be created.
Violations of this policy may result in appropriate disciplinary measures in accordance with University Laws and By-Laws, General Rules of Conduct for All University Employees, applicable collective bargaining agreements, and the University of Connecticut Student Conduct Code
Departments are responsible for distributing paychecks to their employees. Although departments may have their own internal distribution protocol, Payroll has established the following requirements:
- Every attempt must be made to distribute checks to employees on the day they are picked up (Storrs Campus) or received (Regional Campuses).
- Paychecks must be secured at all times. Departments may not distribute paychecks by placing them in open mail slots in unprotected, public areas.
- Employees must not cash or deposit checks until 3:00 p.m. on pay Thursday (the start of the next banking day).
- Departments must not hold checks for more than one (1) pay cycle. Unclaimed checks must be mailed to the employee or returned to the Payroll Department, unless prior alternative arrangements have been made with the employee.
- Departments may not open employees’ paychecks since they contain personal and sensitive information.
Notification to departments and/or employees will be sent via email (or other appropriate media) in the event that a check distribution date must be changed due to a holiday or inclement weather.