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Hold List Policy

  • Last Updated: 05/11/2017
  • Effective Date:

Policy Statement
The Payroll Department will maintain a “hold list” of individuals for whom payroll payments cannot be released. The Budget Office will not process any budget amendments or personnel reports until all required documentation and approvals have been received. Any individual appointed to a salaried or hourly UGA classified position, but for whom required documentation and approvals have not been received, will be placed on a hold list until such documentation and approval has been submitted to the Budget Office for processing.
Reason for policy
This policy was written to provide guidance regarding payroll checks which have been placed on the hold list due to all required documentation not having been received by the Budget Office.
Procedures
  • An employee paid on the hourly bi-weekly or salaried bi-weekly payroll will appear on the hold list if personnel has not been approved by the Budget Office or if there is a discrepancy between information listed on the employee pay record vs. the personnel authorization.
  • Payroll will notify departmental payroll representatives of employees who are on the hold list.   The department is responsible for taking appropriate actions to ensure personnel forms are approved by the Budget Office for each employee before the deadline for processing personnel for that employee’s next pay date.
  • The Payroll Department will assist departments and the Budget Office to avoid payroll checks being held.
  • The Payroll Department will release the payroll check when the employee’s personnel form has been approved by the Budget Office or when the discrepancy causing the check to be held has been corrected by the department.
Additional contacts

Payroll

Policy Contact: Christy Coddington

Phone Number: 706-542-6971

Policy definitions
Hold List: Report generated of salaried and hourly bi-weekly employees who have been added to departmental payroll, but for whom required documentation and approval necessary to permit the release of payroll checks has not been received
Responsibilities

Responsible University Senior Administrator: Vice President for Finance & Administration

Responsible University Administrator: Associate Vice President for University Business and Accounting Services

Policy Owner: Payroll

 

Policy Contact: Christy Coddington

Phone Number: 706-542-6971