UCR Policies and Procedures

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Policy Title:                  Payroll Check – Disposition and Distribution

Policy Number:            200-66

Responsible Officer:

Associate Vice Chancellor of Business & Financial Services and Controller

Responsible Office:

Business and Financial Services – Payroll Office

Origination Date:


Date of Revision:


Date of Last Review:



General Payroll Information


I.      Payroll Check and Direct Deposit Earnings Statement Distribution 

UC Riverside follows the UC policy on control standards that apply to payroll check disposition and distribution.  This information is located in Business and Finance Bulletin IA-101 "Internal Control Standards: Departmental Payrolls"

II.    Campus Guidelines

A.  The responsibility for undistributed checks shall be assigned to one custodian and an alternate. Check custodian cannot be a Preparer (Transactor) for the department’s payrolls.

B.    Check Custodians shall distribute checks directly to the payee with positive identification.

C.    Checks can be released to other individuals on behalf of the payee with written authorization signed by the payee.  A signature must be obtained from the individual upon releasing the check.

D.    Checks should not be placed in mail slots.

   E.  Checks held in the department for distribution must be kept in locked storage, accessible only to the custodian or alternate.

F.    Payroll checks that cannot be delivered to the payee within two weeks must be returned to the Accounting Office/Payroll.


     III.   Related Policies

    ·       Business and Finance Bulletin IA-101 "Internal Control Standards: Departmental Payrolls"


·       UCR Policies and Procedures: Number: 250-40 “Internal Control Guidelines for Campus Departments”