POL-U5341.03 Distributing Payments to Payees

The Director of Student Business Office and Treasury is responsible for:

1. Implementing sufficient internal controls to safeguard funds against loss, 
2. Maintaining compliance with state rules for payment methods, and
3. Ensuring equitable access to payments owed.

Consistent with state laws and operational goals, payroll payments must be distributed electronically; paper paychecks are not permitted. Employees must select to receive payroll payments either by direct deposit into their bank account or payroll card.

Exceptions: Paper payroll payments will be provided if:

1. An employee resides and banks in Canada due to international fees imposed on the employee and the inability to process direct deposits through foreign banks,
    
2. A new hire does not enroll in the direct deposit payment method before the end of their first pay period. In this event, they will receive a paper check for their first payroll payment and then be issued a payroll card for future pay periods.

Vendors and students are strongly encouraged to sign up for direct deposit for payment rather than receiving a paper check via postal service.

Employees are strongly encouraged to enroll in the same payment method they use to receive payroll payment (e.g, direct deposit or payroll card). This will increase payment efficiency, prevent delayed payment (e.g, lost checks) and the reliability of payment under unusual circumstances (e.g, natural catastrophe, severe weather).

Payees and University departments requesting non-payroll payments must follow the appropriate written procedures.

Payees are to contact Treasury Services if experiencing barriers to accessing funds through current payment methods.

Employees and students are responsible for updating their bank account (if enrolled in direct deposit) and their mailing address information when necessary. Both updates are to be done through Web4U.

External parties may contact Accounting Services for information on how to update their banking and mailing information.

Failure to maintain updated information may cause a delay in payment.

Employees will be notified by Payroll Services when changes are made to their bank account information to reduce fraudulent activity.

Financial Services will ensure processes for vendors to securely update their account information.

The University is required by law to recover any overpayments made to employees. When an employee (e.g., a Payroll Services employee, or the employee that received the overpayment) determines that a payroll overpayment has occurred, they are to immediately report it to the head of Payroll Services.

The head of Payroll Services is responsible for promptly implementing the standards and procedure for Recovering Payroll Overpayment (STN-U5341.03A) in compliance with state rules and Collective Bargaining Agreements, as soon as they become aware of an overpayment.

The amount owed to a deceased payee includes amounts owed for labor performed by the deceased and/or expense reimbursements or allowances. If the payee is a student, the payment will be facilitated through Student Affairs Division.

Exception: If no personal representative has been appointed by a court on behalf of the deceased’s estate, then the University will ensure compliance with SAAM 25.70.30 to ensure proper distribution of amounts due to a deceased payee.

Payments that are outstanding (unclaimed by the payee) in the University’s bank account after one fiscal year from the issue date will be reported and sent to the State’s Unclaimed Property division within the State Department of Revenue.

Checks issued to California addresses must be reported directly to the State of California. Checks reported with addresses to other States are passed on to those states by the Washington State Department of Revenue.

Payees who need a non-payroll check reissued are to contact Accounts Payable to complete an affidavit.

Payees who need a payroll check reissued must sign and submit the Check Replacement Form.

Employees who lose a payroll card are to follow instructions posted on WWU’s Treasury Services webpage.