The University of North Carolina at Chapel Hill

August 30, 1999

Effective with Bi-weekly Pay Period 06, ending September 12, 1999 and payday of September 24, 1999, departments will  no longer be required to return the certified Check Register and the yellow copy of the bi-weekly employee time records to the  Office of Contracts and Grants.

It will continue to be the responsibility of the departmental designee authorized to sign the check register certification to  verify the time records against the payroll and check register (01) reports for accuracy and completeness.   This is necessary to  confirm that the SPA employees were paid correctly for all hours worked and coded, overtime or extra pay.  Often, the  departmental designee is the Human Resources Facilitator.

Please make sure the employee and supervisor have signed the time sheets.  If an employee’s name is listed on the check  register but a time sheet is not on file because the employee also works in another department, please obtain the time record  from that department.

As in the past, the check register should be signed and dated after a thorough review by the departmental designee.  The  register and time records must be retained in the home department for 3 fiscal years for audit purposes.

Corrections or changes to the amount paid to an employee will continue to be handled by submitting a PR-14 Payroll Exception  Sheet to the University Payroll Department.

This change in procedure is a result of a reduction in staff and the University’s efforts to reduce, and where possible eliminate,  duplication of effort while maintaining a high level of accuracy and accountability.

I appreciate the cooperation and fine job you have done in the past to comply with University Wage-Hour Policy and ask for  your continued support.  Please refer comments or questions related to this change to Scott Blackwood, Contracts and Grants  (962-4675 or scott_blackwood@unc.edu).