1105.1 - Creating a Manual Check Procedure

Introduction

Purpose

The purpose of the creating manual checks is to:

1. Generate an omitted payment for a newly hired employee or
2. Correct a payment for an employee who did not receive a correct payment.

If the personnel action for a newly hired employee was approved by school/division and central office approvers on or before the published cutoff date for the relevant pay period, the employee will be paid by direct deposit on the regularly scheduled payday.

Scope

This procedure applies to University staff who process personnel actions/documents for their employees.

Procedure

All campus units are responsible for processing personnel actions/documents for their employees within published deadlines. Manual checks are an exception to regular payroll processing and should never be substituted for the timely processing of employees' pay.

Note: Manual checks must be requested; they are not produced automatically.

Forms and Instructions

Processing Rules

The following rules apply for requesting manual checks for newly hired employees:

For biweekly employees

The employee must work five (5) or more full days during their first biweekly period of employment and earn a minimum gross of $290.00 (based on current minimum wage X 40 hours; adjust accordingly for part-time employees).

For monthly employees

The employee must work seven (7) or more full days during their first month of employment and earn a minimum gross of $406.00 (based on minimum full time annual salary for seven (7) work days or 56 hours; adjust accordingly for part-time employees).

All new employees

Regardless of pay cycle, all new employees should be advised as to when they will receive their first paycheck. Newly hired employees who do not fall into the categories described above will be paid at the end of the following pay period.

Note: Manual checks are issued on a delayed basis. There will be NO EXCEPTIONS to the manual check procedure.

It is the responsibility of all campus units to ensure the timely processing of personnel actions/documents for their employees.

How to Request a Manual Check

Follow these procedures to request a manual check:

1. Complete a ServiceNow Help Request and submit.
2. Be sure the required job assignment has been entered and approved.
3. Be sure the requisite entry has been made and approved in TIM (if applicable).
4. Enter the missing and/or corrected information into the system.

Manual Check Distribution

Manual checks will be directly deposited if there is information on file or mailed to the employees address on file.

Related Requirements

External Regulations

None.

University Policies, Standards, and Procedures

• Finance Policy 1101 - SHRA Employee Payroll Actions Policy
• Finance Policy 1104 - EHRA Employee Payroll Actions Policy
• Finance Policy 1105 - Payroll Distribution Policy
• Finance Policy 1110 - Graduate Student Payroll and Other Non-Statutory Deductions Policy

Contact Information

Payroll Services

Email: payroll@unc.edu

Phone: 919-962-0047

History

Revised:

• March 21, 2019: Revised formatting and updated links
• September 16, 2015: Added directions on how to accept manual checks.