The University of Memphis

Distribution of Salary Payments

POLICIES

The University of Memphis pays employees via direct deposit. Direct deposit is a process by which an individual's net pay is electronically transmitted to the employee's account at a financial institution.  The University does not require or recommend the use of any particular financial institution; however, the financial institution must be a member of the Automated Clearing House (ACH).  Upon initial employment, an individual must provide Human Resources with a completed Authorization for Direct Deposit with appropriate attachments (normally a voided check).

Since a prenotification must be processed through the Automated Clearing House before actual funds are transmitted, the first payment to a new employee may be a paper check.  Employees receiving a paper check may pick it up at the Bursar's Office on payday.

Pay dates are based on an individual's pay type and assignment.  The following procedures are based on normal situations, but if specific information is needed for a particular employee, the department should refer to the individual's assignment data.

Department heads are responsible for ensuring that employees are paid in accordance with this procedure by filing all payroll action forms and reviewing payroll reports in a timely manner.  Payroll action forms (appointment papers, etc.) must be sent to Human Resources or the Student Employment Office within the due dates established by those offices.  Reporting of time for bi-weekly employees must be completed and submitted to the Payroll Office by the date specified on the Bi-Weekly Schedule of Payrolls.

Employees may access pay stub information via WEB for Employees.

• Direct Deposit
• Assignment Data
• Paper Check
• Normal Pay Dates

• Direct Deposit
• Paper Checks
• Appropriate Due Dates
• Departmental Review

• Authorization for Direct Deposit

• Web for Employees
• Schedule of Pay Dates

Data describing the terms and conditions of an employee's employment. For example, each job has a unique title, pay rate, and time reporting requirement.

Normal pay dates are as follows:

• Monthly Payroll-last banking day of the month
• Bi-weekly Payroll-last banking day of the week after the close of the pay period
• Supplemental/Extra Payroll-last banking day on or before the 15th of the month.

Upon employment, all non-student employees must provide Human Resources with an Authorization for Direct Deposit and a copy of a voided check (or appropriate documentation of the bank account and routing numbers).  Student employees must sumbit this form to the Student Employment Office. Changes to direct deposit distributions and bank account information may be made at any time by submitting a new form with appropriate documentation (voided check) to the Payroll Office.  The account that an employee provides for the direct deposit must be in the employee's name.

Pay is transmitted to the Automated Clearing House according to the Schedule of Pay Dates. 

Paper checks are issued when the prenotification process is incomplete and a direct deposit dollar transaction cannot be processed.  Any paper check issued will be delivered to the Bursar's Office on the official pay date.  An individual employee may pick up his/her paper check during normal hours of the Bursar's Office.  The employee must present his/her University indentification card.  Departments with employees located at sites off the main campus must make pick-up and distribution arrangements with the Payroll Office.

Payroll checks not picked up by the employee after five workdays will be returned to the Payroll Office.

All payments outlined above are contingent upon necessary forms, actions, and approvals being completed and submitted by the appropriate due dates.  Due dates for appointment and related paperwork are established by the offices of Human Resources and Student Employment.  Due dates for reporting time are issued by the Payroll Office and are included in the Bi-Weekly Schedule of Pay Dates. 

Payments authorized by actions completed after the cut-off dates will be included on the next regular payroll for that individual.

http://bf.memphis.edu/forms/payr/payr02.htm

http://bf.memphis.edu/finance/payroll/schedules.php