Paycheck Distribution Guidelines
The University at Albany is committed to
maintaining appropriate control regarding the security and
distribution of its resources. As a supervisor of University
employees, you have accepted responsibility for implementation
of, and compliance with, these policies and procedures.
Each department must assign a designee(s) to be
Paycheck Distribution Representative(s). This person will
be responsible for picking up and distributing departmental
paychecks and other materials to be delivered with paychecks and
serves as a contact for the University Payroll Office.
Any changes to Department’s Paycheck
Distribution Representative should be communicated to the Payroll
Office at 437-3830.
Pick – Up/Delivery Procedure:
The Payroll Office will make paychecks
available for pick up by Paycheck Distribution Representatives
at the College of Arts and Sciences Building, Room A&S 122, on paydays between 10:00-11:00am. Alternate
arrangements may be made to pick up in UAB 300 or departments
located off the Main Campus will have their checks delivered by
the University Mail and Messenger Service.
Paycheck Distribution Representatives
are required to sign for their assigned departments paychecks at
the time of receipt.
Handling of Paychecks at Department:
Distribution sheets and paychecks
should be reviewed at the time of receipt to ensure that each
employee is actively working in the department and all checks
are accounted for. If there is any question regarding an
employee’s entitlement to a check, missing checks, or checks
that don’t belong to your department, contact Human Resources,
Employees having a “hold” on their
paycheck may pick it up in Human Resources, UAB 300, after
satisfying the requirements of the hold. Direct the employee to
contact the Office of Human Resources 437-4700 or the Payroll
Office 437-3830 if you are uncertain what is needed to release
the check to the employee.
Paychecks must be secured in a locked
desk or file when not being distributed. However, the Paycheck
Distribution Representative or an assigned designee, must be
available at all times to gain access to paychecks for
employees. To maintain proper security, employees may not be
permitted to collect their own paycheck. It should be practice
the Paycheck Distribution Representative or designee should
be the only employees who have access to or handle paychecks
that are not their own.
All employees receiving paychecks are required to sign the distribution list.
Employees receiving direct deposit advices/stubs
(indicated by ‘D’ after the check number) are not required to do
Employees who routinely are not
available during business hours (evening faculty) to sign for
checks may make alternative distribution arrangements in
writing. If an employee does not sign for their paycheck, a
record of the distribution method and date should be made on the
Direct deposit advices may be left in unsecured employee mailboxes.
Paychecks may not be left unsecured and/or unattended at anytime.
You are required to keep the signed
distribution list for two years. You may be required to produce
these lists as part of an internal audit.
Paychecks not distributed by 12:00pm
the Friday after payday must be delivered to Human Resources in
UAB 300, if no other arrangement has been made with the
employee. Checks must be delivered and may not be returned by Inter-campus or US mail.
If you have any questions regarding the
distribution of paychecks, please do not hesitate to call Payroll
at 437-3830. Your continued cooperation in this process is