Title
University of North Carolina at Chapel Hill Finance Policy 1105 - Payroll Distribution Policy
Introduction
Purpose
This policy establishes the various types and frequencies of payroll distribution for all University of North Carolina at Chapel Hill ("UNC-Chapel Hill" or "University") employees.
Policy
Policy Statement
I. Payroll Schedules
Payroll Services processes and distributes payrolls according to two separate frequencies: monthly and biweekly. University employees will receive payment for wages via direct deposit as described by the Mandatory Direct Deposit Policy (Finance Policy 1106) or by a mailed check to their address listed in the system during a short duration when direct deposit has not been established.
A. Monthly Payroll Schedule
The following types of payments are disbursed monthly, on the last business day of the month, for service performed during that month:
- EHRA (Exempt from Human Resources Act) -appointed employee pay (see Exceptions below).
- Any applicable supplemental payments (such as honoraria, one-time payments, etc.) that apply to EHRA-appointed employees in addition to their regular monthly pay.
- One-time payments made to persons for services rendered on a temporary basis where an employer-employee relationship has been determined.
- EHRA non-faculty employee pay.
Also, payments disbursed by the Summer School Office for faculty (including visiting faculty) and part time-academic service appointment pay (assistantships) for the Summer terms will follow the monthly payroll schedule.
B. Biweekly Payroll Schedule
The following types of payments are disbursed biweekly, with paydays normally occurring on Friday:
- SHRA (Subject to Human Resources Act) -appointed employee pay, including pay for permanent, temporary, part-time, or full-time employees.
- Undergraduate student employee pay.
II. Distribution
Payroll Services will mail any payroll checks for employees who did not get direct deposit information processed timely before their first two payroll checks were generated to the employee's home address via the United States Postal Service.
Special Situations
1. Overpayment
When an employee is overpaid based on late paperwork etc., Payroll Services will contact the home department, providing the amount overpaid and requesting reimbursement of overpaid funds from the affected employee. Active employees who receive an overpayment are considered to be in receipt of prepaid wages. Payroll Services will by default set up payroll deductions to recover the overpaid amount. Terminated employees and those with insufficient salary for payroll deduction must pay by money order or check made payable to UNC-Chapel Hill. At the discretion of Payroll Services, a payment plan may be arranged. Accounts remaining unpaid after 90 days will be reported to the appropriate State agency for collection as outlined in Finance Related Data 1105.1rd - Notice of Overpayment to Employee.
2. Lost, Stolen, or Forged Checks
The employee should report lost or stolen checks immediately to the Human Resources Representative in the department who should contact Payroll Services to initiate a Stop Payment Notice with the State Treasurer's Office. Once the stop payment action has been submitted to the State Treasurer, the employee will be notified when a replacement payment will be issued.
In the cases of forged checks or other fraudulent activity, the employee should notify their Department Human Resources Representative immediately. The Department should contact Payroll Services to begin notification to the proper authorities.
Exceptions
Early release of paychecks is not permitted. In compliance with State cash management policies, an employee is not permitted to collect their paycheck prior to the scheduled distribution time except in the case of an emergency. The departmental payroll representative must contact the Director of Payroll Services in such instances to request permission for early collection of the check.
Related Requirements
External Regulations and Consequences
University Policies, Standards, and Procedures
Contact Information
Policy Contact
| Subject |
Contact |
Telephone |
Fax |
E-mail |
| Distribution |
Payroll Services |
919-962-0047 |
|
payroll@unc.edu |
History
Revised:
- August 7, 2023: Edited out references to manual check requests
- February 7, 2023: Edited Summer School Payroll Schedule, along with distribution procedure for paper checks.
- March 21, 2019: Removed EHRA biweekly language, also terminated employees receiving paper checks for last payday.
- October 13, 2017: Update main Payroll phone number.
- August 26, 2015: Updated summer school payment disbursement schedule.
- August 13, 2015: Added link to procedure and updated link to Related Data item.
- October 15, 2014: Updated information on distribution of checks.
- September 3, 2009
- May 29, 2007