Below are few tips to assist in maintaining compliance.
Deadlines
It is critical that departments adhere to published schedules to allow adequate processing time. All non-compensatory forms received after the posted deadline are considered late and will need to be submitted via an off-cycle check request. Please review the schedule for day and time deadlines.
Returning Checks
If a student/payee has direct deposit established the payment would be made via direct deposit, if the student/payee does NOT have direct deposit the payment would be mailed to the individual's home address.
Tax Documents
Tax documents are mailed to the home address listed on file. If the department receives the tax documents, they should mail to the individual’s home address.
Overpayments
If a student/payee is not due payment, the department would submit the proper paperwork for the overpayment. The proper paperwork required is typically a Non-compensatory Personal Data Change Form showing that the payment should have ended prior to the payment date. If the department has received a check that corresponds to the overpayment, the check should be returned to Corporate Payroll Services so the earnings can be adjusted and funds credited to the appropriate accounts. Do not mark “void” on the check(s).
If a student/payee was paid for a full month but should have received only a portion of the payment, normal procedure is to pay the student and have them write a check for the balance due. The department payroll representative should contact Corporate Payroll Services to determine the repayment amount.
Required Forms
Submit only the forms that are applicable for non-compensatory payments. I-9’s are not permissible for non-compensatory payments. Confidentiality agreements, personal data sheets, or other personal correspondence should be maintained in the department or forwarded to the appropriate area. Corporate Payroll Services will destroy rather than return or forward unnecessary documents.