The emergency check is issued from Payroll’s petty cash account, or, if the employee has established a direct deposit account, an Automated Clearing House (ACH) payment from the Payroll account is sent to the employee’s current bank account. Because the missed payment was not processed through the payroll system, the department requesting the emergency check must back pay the employee by submitting a new personnel for the following pay period. Please reference Payroll Policy 7 for information on personnel documents. A link to this policy is included below in Related Information.
To accomplish the issuance of an emergency check, the following should occur:
Payroll does not issue emergency checks for less than $100 unless the affected employee would otherwise suffer an extreme financial hardship.
Payroll emergency checks can be picked up at the Payroll window by either the employee or someone authorized to pick up payroll checks. Proper identification is required. It is very important that these checks are picked up in a timely manner.
Phone Number: 706-542-6929
Explanation: This series documents each check issued from an institutional revolving fund for payroll draws, final pay, or special pay. This series contains copies of issued checks showing: name; date issued; social security number; amount; check disposition; and other data elements. (Payroll Records 0472-04-25)
Record Copy: Payroll
Retention: 1 year after separation of employee
I am the payroll administrator for my department and failed to pay a new employee by submitting a personnel report. Is there anything I can do to pay the employee?
It is very important to process payroll paperwork correctly and in a timely fashion. If circumstances warrant, you can request an emergency check. Send the Request for Emergency Check form to the payroll office (fax 542-6779) or email (firstname.lastname@example.org). You will have to back pay the full gross amount by submitting a new personnel for the following pay period. Payroll will deduct the amount of the emergency check from the backpay check.