Substitute Paychecks Policy

Substitute paychecks can be requested when an employee has worked more than 30 days without receiving a paycheck due to university error, or due to the employeeís department submitting paperwork too late to meet payroll deadlines.

Substitute paychecks are not issued for changes in classification level or promotional increases that have been delayed.

The University is not permitted to issue salary advances. Substitute paychecks, when issued, must represent payment for work performed.

Substitute paychecks will be drawn for the approximate amount of the employeeís net pay after taxes and mandatory deductions. Permanent employees will receive 60% of gross salary payable; Student, Part-Time, and Hourly employees will receive 75% of gross salary payable.

Substitute paychecks are drawn against university funds pending the regular payment of wages through Central Payroll. The substitute paycheck will be repaid through automatic payroll deduction from the next regular paycheck.

Departments wishing to obtain a substitute paycheck for their employee should complete the Request for Substitute Check form and attach a copy of the following documents:

Permanent Employees:

• SPA non-exempt employees: A copy of the monthly time sheet, and an approved copy of the Personnel Action Request.
• SPA Exempt Employees: An approved copy of the Personnel Action Request
• EPA Employees : A copy of the AA-7

Student, Hourly, and Temporary Employees:

• Students: A copy of the monthly time card,

Or if paid through contract, a copy of the contract.

• Hourly: A copy of the monthly timesheet and an approved copy of the Personnel Action Request
• Temporary: A copy of the AA-7

The request and required documents are then sent to the Payroll Office for approval. If approved, Payroll will e-mail the contact person with the date the employee may pick up the substitute paycheck. The employee should go to the Accounts Payable office (HFR 324) on the date Payroll has indicated. The employee must show photo ID to pick up the check. The substitute paycheck can not be picked up by anyone except for the employee for whom the check has been issued.

Instructions for Completing Request for Substitute Paycheck

1. Enter name of employee on Pay To: line.
2. Enter employeeís social security number.
3. Select the type of employee you want to pay and place an X in the correct box.
4. Calculate the Amount Due to the Employee:

   For Permanent Employees, first divide annual salary by 12. Then find the number of working days in the month from the table below, then figure out the number of days the employee actually worked (this number includes holidays and annual leave days), and divide these two numbers. Then take the computed monthly salary and multiply that by the percentage of the month worked. Multiply the resulting amount by 60%. The excel template for Substitute Paychecks has the formula already entered, so just enter Annual Salary, # of days worked, and # of working days in the month, and the amount will be computed for you.

   # of working days in the month
   	1999	2000	2001
   January		21	23
   February		21	20
   March		23	22
   April		20	21
   May		23	23
   June		22	21
   July		21	22
   August		23	23
   September		21	20
   October	21	22	23
   November	22	22	22
   December	23	21	21

   For hourly employees enter the number of hours multiplied by the rate multiplied by 75%. If the employee is a contract or temporary employee, enter 1 on the Hours line, and the amount due under the contract on the Rate line then multiply by 75%.

5. On the Budget Code: line, enter your departmentís six-digit account number and enter the four-digit object code from the available selections.
6. Enter the date of the request.
7. Enter a detailed explanation of why this substitute paycheck is needed.
8. Obtain accountable officerís signature and enter printed name. This is not necessarily the supervisor of the employee, but the person responsible for the account the advance is to be charged.
9. Enter the name of your department.
10. Enter the name, phone number, and e-mail address of the person to be contacted when the paycheck is ready.
11. Enter the date of the next payroll on the Date Advance to be Repaid: line. This should be either the 15^th or last day of the month depending on the type of employee.
12. Make 3 copies and send to the Payroll Office for approval.

NOTE: Supporting documentation must be attached to request even if originals have already been sent to the Payroll office.

This site is maintained by Western's Division of Administration and Finance. Comments and suggestions to
crisp@wcu.edu