602: Payroll Draws
Payroll Policy and Procedure Manual
Section 600: Special Payment Situations
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
- 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 be on file in Nolij, before the draw can be issued.
- The Business Center or department must complete the Payroll Disbursement Request and their portion of the Payroll Emergency Draw Form. The employee and their supervisor must also complete portions of the Draw form. Both of these forms are available in OSCAR’s downloaded forms section.
- 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:
- Accident or illness
- Automobile accident (loss of vehicle use)
- Death in the family
- Destruction of or major damage to home
- Major vehicle repairs
- Moving - due to transfer or promotion
- Theft of funds
- New employee lack of funds (maximum – one draw)
- The employee must complete and submit a Request for Emergency Payroll Draw form to their Business Center. The Business Center completes their portion of the form and a Disbursement Request form. The Payroll Draw form must be signed by the employees supervisor who must attest whether the employee has fiscal duties or not and then must be approved in Central Payroll.
Employees may request no more than three (3) Emergency Draws during a rolling twelve-month period. Abuse of this privilege or requests above the limit of three may be denied.
- Pay draws are disbursed at the Payroll window (number 18) in the Kerr Administration Building
- Approved requests that are received in Payroll by 4:00 p.m. will be processed and a check ready for pick up at noon the following workday.
- 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.