Human Resources Home at The University of West Georgia

Log On

Payroll Procedures and Processes


 

OFF-CYCLE CHECK ISSUANCE


An off-cycle check can be issued for one of following reasons:

All requests for off-cycle checks must be sent by email to payroll@westga.edu. We will strive to ensure they are included in the next off-cycle run. All off-cycle checks are physical checks and are not direct deposit. Please contact payroll services at 678-839-6403 with additional questions.

The schedule for processing off-cycle checks will be as follows:


Note: The Assistant Director of Human Resources must approve any deviations from the above issuance guidelines and pay schedule. Off-cycle requests are reviewed on a case by case basis and are not intended to replace regular payroll procedure. Please strive to ensure that all employee information is entered in a timely and accurate manner.

 

 

REISSUANCE OF PAY CHECKS


Checks will be re-issued for one of the following reasons:

Reissued checks will either be processed as off-cycle checks or as vendor checks issued from accounting.

 

 

RECALLING A DIRECT DEPOSIT


Recalling of a direct deposit can only be done within 5 business days of the pay check date. All funds must be available in the account to recall a direct deposit. Payroll will have to be contacted and given a detailed reason for the request. Payroll can be contacted at 678-839-6403 or an email can be sent to payroll@westga.edu.

If payroll has to recall a direct deposit, the institution must receive notification that the funds have been credited back to UWG’s account before a replacement check can be issued. A replacement check will then be scheduled on the next off-cycle check processing date. Please refer to the schedule outlined in the Off-Cycle Check Issuance procedure.

 

 

STOP PAYMENTS


Stop payments on actual checks that have not been received in the mail can be initiated after the 5th business day waiting period has expired. Stop payments will be initiated by the end of the business day after this waiting period has expired. Stop payments will be issued on destroyed and/or mutilated checks immediately upon presentation of any available remnant of the original check.

Payroll will have to be contacted and given a detailed reason for the request. Payroll can be contacted at 678-839-6403 or an email can be sent to payroll@westga.edu.

After the stop payment has been issued, the employee’s check will be re-issued through accounting and will require the employee to complete a vendor profile form and a W-9. Check requests cannot be processed without an active vendor profile and W-9 on file. Total time for this procedure may exceed 10 business days.