Financial Information Services Financial Information and Services

The University of Chicago

Office of the Comptroller


Form Name:

Staff One Time Payment Request Form

Form Number:

 UPP 183OT

Purpose:

Used to process payments to staff employees who are expected to work no longer than a single pay period. Do not use this form to process one-time payments to University of Chicago Students including Laboratory School students. Instead use the Student Casual Payment Request Form

Procedures:

 Only one form for an individual will be accepted per executive level within a three-month period. When in doubt, check with the Payroll Department, in advance, to see if the individual can be paid on this form.

The form must reflect only the hours worked during the specified pay period. Hours worked over several pay periods should never be combined on a single form.

The daily time record (IN and OUT times and DATE(s) the employee provided services) must be noted on the form.

The employee’s hourly rate of pay must be at least the State’s minimum wage.

All hourly rates exceeding $25 per hour must be approved in advance by Human Resource Management(HRM)

All lump sum payments must be approved in advance by HRM. A brief description explaining the services or duties performed by the individual must be attached.

Only one FAS account can be charged per form. Submit multiple forms if the hours worked during the pay period must be split between two or more FAS accounts.

Each form must be signed by both the employee and appropriate administrator (usually the employee’s supervisor). The individual approving the payment should have some means of verifying that the time reported by the employee is accurate.

When the employee’s signature cannot be obtained write the words "Not Available " in the signature field and state the reason on the front of the form; e.g. "employee was ill."

Hand typed checks will not be issued for forms submitted after the published payroll deadline. These payments will be processed in the following pay period.

The following forms must be attached for all payments:

Submit Form To:

 Payroll Department, Mott Building Room 319, by the posted deadline if:
  • Employee is being paid at an hourly rate and the hourly rate does not exceed $25.

Human Resources Management Records, Ingleside Room 201, if:

  • Hourly rate exceeds $25 per hour or
  • Employee is being paid a lump sum

Please note in order for an employee to be paid on time for work in the current pay period any form that requires HRM approval must be in the record room no later than noon on the second Wednesday of the pay period.