The Payroll Distribution Process FIN 101. Letitia Poteet Scott Petersen. Warrant Officers.
An active form must be on file with SBS.
1 primary WO and up to 3 alternates may be added for each group.
The Payroll Header contains a series of numbers assisting the state in identifying the campus and employee. The first 3 numbers are called an agency code and the 2nd set of numbers are called the reporting unit code that is assigned to each employee. The unit code assists with the distribution of warrants.
Unit codes given to WO’s are assigned according to
the physical group or dept. location
on campus. They are NOT used to
Identify a particular funding source.
The # below the issue date is the last 3 digits
of the employee Social Security #.
A WO can have more than 1 unit #.
An Employee Requisition form must be filled out for each new hire. Departments must put in the correct unit # at the start of employment.
Beginning a few days prior to pay day, “warrant release sheets” are sent to SBS from the payroll department via email with instructions for release.
Receiving Warrant Release Sheets
Each page of the release sheet is printed so that the WO has a list of names for the checks that he/she has been given.
Use as signature log to verify employee pick-up. After signatures are collected, this list must be kept on file by the WO especially for audit purposes.
Green Checks (warrants)=Live Checks
White Checks (warrants)=Advice Slips
Advice Slips need to be kept and filed by the WO. Live checks should be returned after 5 days to SBS.
A Spreadsheet that may be included in a stack of checks along with the release sheets, are intermittent checks that have arrived earlier and were never picked up by either the employee or WO. These are always advice slips (white) only.
Checks are bundled and then wrapped with the sheet below. The sheet lists all WO currently on file with SBS according to unit #’s.
Checks may be mailed with prior approval in cases of illness or travel but a Pay Warrant Distribution form must be filled out, and given to the WO ahead of time. This form will soon be located on the new SBS web page.
The Payroll Calendar is located on the Payroll web site for your convenience