Hold List Policy
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.
- 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
- 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.
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
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