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A' ) ) 0 * S' / ^ / $ =( =( & / c( D & & . & & & & & ) ) . & & & * & & & & / & & & & & & & & & T ] : FAST FACTS from Internal Control April 2009
In an ongoing effort to increase awareness, safeguard assets, assure the accuracy of accounting data, promote operational efficiency, and encourage adherence to managerial policies and directives, SUNY Fredonia Internal Control will issue informational monthly FAST FACTS to all faculty and staff.
PAYCHECK DISTRIBUTION PROCEDURES
FOR STATE EMPLOYEES AND GRADUATE ASSISTANTS
Paychecks1 represent an asset of SUNY Fredonia, and internal controls are necessary to protect them. Below are guidelines to assist your department in distributing paychecks:
Paychecks should only be distributed to people authorized to receive them
Paychecks should be delivered on payday
If employees are not present when paychecks are distributed but expected back to work within 2 weeks2, paychecks can be held in the department and locked in a file or drawer for safekeeping until picked up by the employee
OR
Mailed by the department to the employees home address3
OR
Returned to Accounting for storage in the vault (or for immediate distribution to the employee per the approval of Payroll Services)
OR
Sent to Internal Control for distribution
Paychecks not delivered within 2 weeks must be sent to Internal Control at 502 Maytum Hall
Please notify Accounting at x3467 of who will serve as your substitute to receive and distribute paychecks if you anticipate being unavailable on a check distribution date
We appreciate the GREAT job you do! If you have questions or concerns regarding the distribution of paychecks in your area, please contact Amy Beers at x4925.
*Information regarding student assistants and work study students will be showcased in next months Fast Facts. If you have immediate questions regarding student paychecks, please call Payroll at ext.3775.
1 The term paychecks used throughout this document refers to both paychecks and direct deposit advices
2 To avoid continual follow-up, it is recommended that checks be routinely mailed home for employees on extended leaves of absence - including sabbatical, maternity, workers compensation, etc. It is the employees responsibility to notify Payroll Services to change check distribution to be mailed home
3 When mailing paychecks to employees, use an envelope, make sure the employees name and address are both visible, and use Internal Control Office, 502 Maytum Hall as the return address.
If you have any questions, comments or suggestions regarding Internal Control FAST FACTS or any other Internal Control related issues, please contact Amy Beers, Director of Internal Control, at 673-4925 or HYPERLINK "mailto:amy.beers@fredonia.edu"amy.beers@fredonia.edu . Internal Control Committee members include Amy Beers, Tracy Bennett, Jean Blackmore, David Ewing, Karen Klose, Karen Porpiglia, Robyn Reger, Matthew Snyder, Denise Szalkowski and Daniel Tramuta.
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