3812  SALARY WARRANT DISTRIBUTION PROCESS

To minimize the possibility of defalcation, it is essential that there be a 
division of duties between those persons responsible for processing payroll 
transactions, and payroll certification, and/or reconciliation, and those who 
receive and distribute warrants.

1.	None of the personnel assigned to the Payroll Office and none of the 
	staff authorized by the appointing power to prepare payroll transactions 
	and certify attendance reports shall be authorized to receive and 
	distribute salary warrants.  The pay warrants must be received and 
	distributed by an office physically apart from the Payroll Office.

2.	Staff other than the payroll staff responsible for delivery of warrants 
	(custodian of payroll warrants) must be authorized to do so by 
	appropriate campus administrators.  Warrants received by such 
	individuals must be signed for at the time of pickup.

3.	Payroll warrants which are not delivered within five days of pickup 
	must be returned to the custodian of payroll warrants.

4.	A written record of nondeliverable payroll warrants must be 
	maintained.  Warrants not delivered within 120 calendar days of 
	receipt must be returned to the State Treasurer for deposit in the special 
	deposit fund unless the circumstances indicate an earlier return date.

5.	Payroll warrants may be released any time on the last day of a normal 
	work day, or, if the pay period ends on a Saturday, Sunday, or holiday, 
	on the last preceding normal work day, when the employee has 
	completed the work for the pay period, providing that the employee's 
	attendance and the amount of the warrant have been verified and that 
	there is no reason to withhold the warrant because the employee owes 
	monies to the campus revolving fund or to a judgment creditor.  This 
	applies as well to employees whose final work day ends at 6 or 7 a.m. 
	on payday.

	Employees intending to deposit their warrants before the issue date 
	should be cautioned to do so just at bank closing time, to assure that 
	the warrant will not be presented to the Treasurer before the issue date.

6.	Although, generally, warrants are not to be mailed for employee 
	convenience, they may be mailed, with prior approval, in cases such as 
	illness, travel, or training.

7.	The deposit of employee salary warrants in local bank accounts is 
	limited to situations in which the banks pick up the employee checks 
	directly from the campus payroll office.  The bank courier must sign a 
	receipt acknowledging acceptance of employee pay warrants each time a 
	pickup is made.  NOTE:  The mailing of employee salary warrants for 
	this purpose is unauthorized.

It is the intent of these procedures to safeguard warrants from being 
distributed to unauthorized persons and to guard against defalcation.  In 
circumstances not covered by these procedures, the Chief Business Officer 
shall be responsible for approving appropriate action to deal with unusual 
circumstances.