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Only one special check cycle will be processed per week. All special check requests must be approved by the appropriate divisional representative as noted below before being reviewed by the Payroll Department Management. Special check approvals must be forwarded via email BY THE DIVISIONAL REPRESENTATIVE by noon each Monday, and if approved by Payroll, will be included in the processing. For properly approved requests, special checks will be produced Tuesday mornings, with checks available for pick up in the Payroll Office by 2 p.m. Tuesday.

Divisional Representatives:

Academic Affairs: Mary Linblade

Business and Finance: Todd Ohmer

Presidents Office: Gail Getz

Student Affairs and Enrollment Management: Teri Papp

Special Check Approval Guidelines

Requests are often made before proper paperwork has been submitted and entered into the Human Resources database. Payroll cannot prepare a check for anyone who has not been entered in the Human Resources database by the appropriate Human Resources deadlines.

The information that is needed to process a request is as follows:

• Name of Employee
• Employee Identification Number (Eid)
• Fund/Organzation Code
• Rate (hours or amount)
• Pay Ending Date
• Reason for special check request

For departmental errors or oversights, where there is not a hardship to the incorrectly paid employee, a correction should be processed as an adjustment on the next payroll voucher (e.g. misreported overtime, shift premium, gratuities, honorariums, etc).

Student requests for net additional pay of less than $50 will be processed on the next payroll voucher. Non-student request for less than $200 net pay will be processed on the next payroll.

All other requests must be reviewed by the Divisional Representative with final approval by the Payroll Department Management.

The Divisional Representatives listed above are expected to monitor their employees who are requesting special checks to prevent abuse. Monitoring these employees will assist Payroll in identifying where payroll training needs to be concentrated to eliminate continuous special check requests.