Procedure
601 Early Release of Pay
Employees who are not scheduled to work on the regular payday may receive their paychecks one day prior to the regular payday, if in fact there is a check for them. This service is redundant to direct depositors.
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601-01 Requirements
- Contact the Payroll Office at least two days before payday to arrange for an early release. A Request for Early Release of Payroll Check form will be prepared and approved or disapproved by Payroll.
- The day before payday, the employee must come to the payroll window if the request has been approved. The employee must sign the form at the payroll window before receiving the check either:
- at the payroll window, if the employee has the payroll window delivery, or
- if the employee does not have the payroll window delivery, the employee must take the approved request form to Printing & Mailing Services to pick up the check.
- The check must be picked up before noon; otherwise it may be unavailable for early release.
- Even if the check has been released early to the employee, the check must not be cashed or deposited to his/her bank account until payday.
- Early Release forms are completed only at the Payroll Office.
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602 Payroll Draws
An employee may request a payroll draw for up to 60 percent of gross wages earned but not yet paid. An hourly student employee (XA) may request up to 75 percent of gross wages earned. All employment categories are eligible to receive this privilege; however, pay authorization must be on file in the Payroll Office before a draw can be issued. Pay draws will be deducted from the employee’s next check. There are two types of payroll draws:
- Late Pay Draw
- Emergency Pay Draw on Current Pay
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602-01 Late Pay Draw
- A draw may be taken against pay that is due but not issued on the regular payday. This is most common in the case of new employees whose paperwork did not go through the system in time to meet the first regular payday.
- The employee must be on the Payroll system, or paperwork must have been received by the Payroll Office, before the draw can be issued.
- The department must complete a four-part disbursement request and submit it to the Payroll Office. These forms can be obtained from the Payroll Office.
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602-02 Emergency Draw on Current Pay
- An employee may request an emergency payroll draw against their current month’s earnings to date. This type of draw is for emergency situations only. An emergency situation shall be defined as an unusual, unforeseen event or condition that requires immediate financial attention by the employee.
- Emergencies include, but are not limited to the following circumstances:
Death in the family
Moving - due to transfer or promotion
Destruction of or major damage to home
Automobile accident (loss of vehicle use)
Accident or illness
Major vehicle repairs
Theft of funds
New employee lack of funds (maximum – one draw)
- The employee must complete and submit a Request for Emergency Payroll Draw form (available at the Payroll Window) to the employing department. The department completes their portion of the form and a Disbursement Request form (available at the Payroll Window). The Payroll Draw form must be approved by the appropriate Payroll staff member. Payroll Draw forms are available at the Payroll Office in the Kerr Admin Bldg.
Employees may request no more than three (3) Emergency Draws during a twelve-month period. Requests above the limit of three may be denied.
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602-03 Issuing Pay Draws
- Pay draws are disbursed at the Payroll window (number 18) in the Kerr Administration Building
- Approved requests that are received in Payroll by 5:00 p.m. will be processed and ready for pick up at noon on the following workday.
Employees will receive a disbursement request (approved by the Payroll Office) to present at the Cashier’s window.
- Employees may receive cash or check from the cashiers.
- Employees will be required to present two pieces of photo ID to the cashier.
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602-04 Repayment
- The draw amount will be deducted from the employee’s next paycheck.
- The draw will be identified on the earnings statement or pay stub as a “draw recovery.”
NOTE: The draw does not replace the regular paycheck the employee should receive. The employee’s time must still be entered into time entry so the draw can be recovered as a deduction.
- If a draw request is made after payroll processes have advanced beyond deduction entry time, a personal, post-dated check will be required from the employee as repayment for the draw. The personal check will be held until Payday and then and deposited.
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603 Late Pay
If paperwork is not processed in a manner timely enough to permit payment when due, late pay will be processed as follows:
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603-01 Base Pay
- Default Pay: Base pay (including stipends) for the following E-classes is paid as default (forecast) pay: CA, CB, UA, UB, UC, UD, UE, UF, UG, UH, UV, UX, UY, XB, XA (monthly). When paperwork is received in the Payroll office for these employees, payroll staff will process any prior month's pay from the job forms. Do not enter prior month’s salary in PYAHOUR.
- Hourly Base Pay: Pay for the following E-classes is hourly: CD, CE, UW, TS, and XA (hourly). When paperwork is late for these employees, it should be accompanied by a Request for Employee Payment to process their base pay. The Request for Employee Payment is located on the Oregon State Central Administrative Resource (OSCAR) website.
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603-02 Other Late Pay
Late pays for overtime, shift differential, etc. should be entered on the next regular pay run (PYAHOUR).
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603-03 Processing Late Pay
Late pays are processed as part of weekly manual runs. Manual runs are processed:
- each Friday,
- on payday, and
- on the first working day after payday
Manual runs can only generate checks, so direct depositors will also receive checks. The department payroll personnel will be notified when manual checks are ready for pickup at the Payroll Office. Only authorized payroll personnel can pick up manual checks. Employees may not pick up manual checks themselves at the payroll window. When the authorized payroll personnel pick up the manual checks, they will be asked to sign for the receipt of the checks. Manual checks are not sent via campus mail or the U.S. mail.
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603-04 Request For Employee Pay
- Complete an Employee Pay Request on OSCAR and submit it directly to Payroll Office to request payment due for periods earlier than the last month or other situations that has been approved by Payroll Office.
- Checks will be processed on the same schedule as processing late pay (see PAY 603-03: Processing Late Pay).
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