The University of Chicago Payroll User's Guide

SECTION I. INTRODUCTION

The Payroll User's guide has been prepared for the faculty and staff of the University of Chicago. It is intended to provide individuals with a quick desk reference and overview of payroll procedures. Detailed information regarding individual Payroll and Personnel forms is found in the "Time Reporting" section of the University of Chicago Payroll/Personnel System Manual.

The University Payroll Department is located in the Comptroller's Office on the third floor of the Mott Building, 1225 East 60th Street. The office is open Monday through Friday from 8:00 a.m. to 4:45 p.m. Questions should be directed to the following telephone numbers:

Consult the University Directory under "Comptroller, Office of the" for a more detailed list of telephone numbers.

IMPORTANT CONTROL PROCEDURES
The following important procedures related to the Payroll/Personnel function at the University must be closely adhered to:

1. Separation of Functional Responsibilities
   University procedures related to the processing of the monthly and biweekly payrolls at the department level require that:

Individuals responsible for the review of payroll distribution registers should not be involved in the preparation or approval of time cards, AND

Individuals involved in the preparation or approval of time cards should not be involved in the distribution of payroll checks to employees.

Due to limited staffing in some small University departments it may be difficult to adhere to the above procedure. In that case, AT A MINIMUM, an individual not involved in the preparation or approval of time cards should, on a periodic basis, distribute pay checks and review departmental payroll registers. This unannounced, random review should take place at least twice a year and a permanent record of this review should be maintained in the department files for future reference.

2. Departmental Review of Payoll Distribution Registers
   After each payroll is processed, departments receive detail payroll registers (PAYR090 and 091), listing all salary (hours worked and rate of pay) and benefit expenses charged to departmental accounts. It is the responsibility of departmental administrators to review these reports on a timely basis, and to immediately notify the Payroll Department of any discrepancies or irregularities.
   
   
3. Treatment of Confidential Payroll Information
   All payroll and personnel information is to be treated as highly confidential. Therefore this information must be administered in accordance with the guidelines stated in Personnel Policy U601, "Treatment of Confidential Information.
   
   
4. Special Payments to Employees
   All special payments, including, but not limited to, moving and relocation reimbursements, must be approved in advance by either the Provost's Office or University Human Resources Management. Any payment request, which does not have the appropriate approval, will be returned to the department.
   
   Departments considering making any special payments to employees other than those specifically covered under either (1) the University' benefit program, or (2) the Provost's Office, University Human Resources Management or Comptroller's Office policy guidelines should contact the Payroll Department before making the payment to determine if the payment will be considered taxable income and/or is subject to withholding tax.

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