Emergency Checks

Responsible Officer: Vice President for Business Affairs and Controller

Sponsoring Department: Payroll Services

Revision Date: 03 November 2011

Errors or changes to: netsolutions@uta.edu

Procedure Objective

This procedure provides the criteria for an emergency check to be issued, how to request an emergency check and when the check will be issued. This procedure clearly states that under no circumstances will an emergency check be issued for future earnings. Furthermore, this procedure specifies under what circumstances Payroll Services cannot issue an emergency check.

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Scope

This procedure applies to all UT Arlington employees.

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Responsibilities

UT Arlington Employees

  • Understand that under no circumstances will an emergency check be issued for future earnings

  • Contact Payroll Services directly (if a monthly paid employee) or through their employing department (if a semi-monthly paid employee) if needing an emergency check to be issued

Payroll Services

  • Issues emergency checks when appropriate

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Procedures

Section I. Requesting an Emergency Check

  1. Under no circumstances will an emergency check be issued for future earnings.

  2. Upon request, Payroll Services will issue an emergency check to those employees who have a fully approved assignment and a completed personnel record.

    1. Monthly employees may request an emergency check by contacting Payroll Services by phone at (817) 272-5426 or email at payroll@uta.edu.

    2. Semi-monthly employees may request an emergency check through their employing department. The department must enter the hours to be paid in OV1 of *DEFINE and submit a copy of the final approved OV1 document to Payroll Services with a request to process an emergency check.

  3. Requests to Payroll Services for an emergency check must be made by 11:30 a.m. to make the 12:00 noon printing.

Section II. Earnings Owed

  1. Emergency checks will be issued for 80% of the earnings owed to the employee less estimated payroll taxes and employee benefits. The earnings, upon which the emergency check was based, will be paid on the first available payroll. The amount of the emergency check received by the employee will be deducted from that paycheck.

Section III. When an Emergency Check will not be Issued

  1. Payroll Services will not issue an emergency check if:

    1. The payment is a lump sum, overtime, or vacation payment.

    2. The employee has not completed all required paperwork in the Office of Human Resources and the Office of Payroll Services.

    3. The employee failed to submit his/her signed time record to the employing department by the payroll deadline.

    4. Payment is made on Authorization for Professional Services (Form 1-8A).

Section IV. Distribution of Emergency Checks

  1. Emergency checks are printed once each day at 12:00 noon. Requests to Payroll Services for an emergency check must be made by 11:30 a.m. to make the 12:00 noon printing. Emergency checks that are submitted by Payroll Services prior to the 12:00 noon printing will be available for distribution at the Bursar’s Office in Davis Hall after 4:00 p.m.

  2. Direct deposit is not available for emergency payments.

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Definitions

Emergency Check: A payment of earnings that was due to be paid on a prior scheduled payroll run but was not processed due to incomplete records and/or assignment.

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Rationale

There will be occasions when a payment of earnings to a University employee was not processed on a prior scheduled payroll run due to incomplete records and/or assignment. In such cases, Payroll Services will issue an emergency check when requested. This procedure gives information on when an emergency check can be issued, how to request an emergency check and when the check will be available. The procedure clearly states when an emergency check will not be issued and under no circumstances will an emergency check be issued for future earnings.

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Appendices

N/A

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Contacts

If you have any questions about Procedure 1-7, Emergency Checks, please contact the following departments:

Subject Office Name Telephone Number Email/URL
All topics in Procedure Payroll Services (817) 272-5426 payroll@uta.edu
http://www.uta.edu/policy/bac/staff/accounting/payroll
Website access Net Solutions (817) 272-0222 netsolutions@uta.edu
http://www.uta.edu/netsolutions

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Website Address for This Procedure

http://www.uta.edu/policy/procedure/1-7

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