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
The University Payroll Department is located in Financial Services, 6054 S. Drexel Avenue.
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:
|SENIOR PAYROLL SUPERVISOR
|DIRECT DEPOSIT (PEFT)
|TAX WITHHOLDING INFORMATION
IMPORTANT CONTROL PROCEDURES
The following important procedures related
to the Payroll/Personnel function at the University must be closely adhered
- Separation of Functional
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,
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.
- 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.
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.
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 Financial Services 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