Human Resources Information Systems
Tel: 780-5628 - Fax: 780-5554 - Email: HRIS
© 2003 USM - HRIS
A Member of the University of Maine System
POLICY #: 104.5
SUBJECT: INTERIM PAYROLL PROCESSING PROCEDURES & GUIDELINES
APPLIES TO: ALL EMPLOYEES
ISSUED BY: UNIVERSITY OF SOUTHERN MAINE PAYROLL
EFFECTIVE DATE: 2/1/93
The following are procedures and guidelines in requesting
processing of wages/salary, whereby an employee is to receive
wages/salary prior to a normally scheduled pay date. This process
is not meant to supplement regular payroll processing timelines.
A monthly employee who is to commence employment at the beginning
of a month will normally be paid on the last day of the month.
Classified employees will normally be paid at the conclusion of a
biweekly period. In no instance will wage or salary be paid prior
to commencement of employment. Examples of when a wage or salary
payment may be appropriate; an employee arrives from a country
outside of the United States without exchangeable currency; the
appointment of a new employee for which a department or college had
no prior knowledge would occur as in the case of an illness or
other exceptional circumstance. Wage and salary changes to include
additional compensation for a current employee will be processed
with the regular payroll. As an administrative processing
procedure, the Payroll Office reserves the right to approval of
exceptions to the regular biweekly or monthly payroll. At time of
request an employee must be on the payroll/personnel record system.
The following are procedures in submitting a request for
exceptions to regular payroll.
1) A written request is submitted by Dean or Director
from the employee's area of employment. Reasons
for the request are to be stated. Administrator
initiating this request must have authority to
signature personnel actions.
2) Forward the request to the attention:
Director, Payroll Services
McLellan House
140 School Street
Gorham Campus
3) Within two to three days from receipt of request
a check will be produced payable to the employee.
The employee will be required to acquire the check
at Payroll Services, McLellan House, Gorham, at
which time documents agreeing to repayment are to
be signed by the employee.
The employee must have a record within the payroll/personnel
system, and all documents verifying employment eligibility,
exemptions for State and other taxes must have been completed.
REQUEST FOR A PAYROLL ADVANCE
TO: Student Billing
FROM: Payroll Services
Please issue a cash advance to _____________________________
Social Security Number _____________________________
For the net amount of $_____________________________
Reason for Request: ________________________________________
________________________________________
*****************************************************************
Breakdown: Net rounded down to the nearest dollar
Gross: _____________________ Charge Acct# 6-0-11345-130
FICA 010 _____________________ Reimburse ________________
FICA 015 _____________________ from
FIT _____________________ Tax Status _______________
SIT _____________________ Pay Cycle M B U
Deductions ___________________
Net Check
====================
Date _____________________ ___________________________
Authorization
*****************************************************************
Deduction Authorization
In consideration of receiving a cash advance, I authorize the
University to deduct the full amount of the advance from my next
paycheck.
______________ __________________________________
Date Employee's Signature
*****************************************************************
Campus Use Only
Check # _______________ Batch # __________________
Check Date ____________ Payback __________________
Taken
Check released to: ___________________________________________
___________________________________________
These pages are designed and
maintained by
Human Resources Information
Systems
Tel: 780-5628 - Fax: 780-5554 - Email: HRIS
© 2003 USM - HRIS
A Member of the University of
Maine System