203City Of Anaheim Administrative Regulation
CHAPTER 2 - EMPLOYMENT PROCEDURES
Subject: Payroll Checks A.R. 203
Issue Date: Oct. 21, 1991
Revised:
Page (1) of (2)
Purpose:
The purpose of this regulation is to establish standard procedures for disbursing payroll
checks.
The established pay day for all City employees is bi-weekly Friday. All payroll checks
are printed with a Friday date and should not be cashed prior to that date.
Procedure:
Payroll checks are made available on Thursday afternoon at 2:00 P.M. for employees
who work other than regular day shifts for who do not work on Friday. A list of such
employees must be submitted to the Payroll office and signed by a person so authorized
by the department requesting the checks.
Payroll checks for employees working regular day shifts are available at the payroll
office on Friday morning at 7:30 A.M. All payroll checks must be signed for by a person
authorized in writing by department head or their authorized administrative manager.
Such written authorizations are to be kept on file in the Payroll office, updated on a
regular and timely basis by the respective department head or administrative manager.
Payroll checks will not be distributed by the Payroll office to individuals involved in
payroll input preparation, without specific written authorization from the department
head or their authorized administrative manager.
If for some emergency reason an employee is allowed to pick up his/her own payroll
check from the payroll office and is not on the list of those authorized to sign for checks,
he/she must show his/her City identification and sign for the check. Such persons should
have written approval from their department head or their authorized administrative
manager to pick up a check in advance.
Payroll checks that are distributed to the departments and are unclaimed must be placed
under the control of the department head and returned to the Payroll office within five
working days if they cannot be distributed for internal control purposes. A listing of
unclaimed wages for active employees will be maintained by the Payroll office. The
Payroll office will be forwarded to Human Resources quarterly for follow up.
City of Anaheim Administrative Regulation 203
Page (2) of (2)
Manual and data processing checks for terminated employees should be picked up and
signed for by an authorized person from the Human Resources Department for
distribution to the payees. A log should be kept by Human Resources showing the date,
check number, payee and amount, with a space for the disposition of the check. If the
payee personally receives the check, he/she should sign in this space; if the check is
mailed certified with payee -signed receipt requested, the receipt should be inserted in this
space. If the check is returned or otherwise unclaimed, Human Resources will hold the
check in a locked safe place. If the check is not claimed within six months of issue, it
will be marked "VOID" across its face and returned to Payroll. A new check will be
issued is claim is made after the check is voided.
When a check is returned by mail, it should be noted on the log with the date returned.
When a check is not claimed, the log should be marked "voided and returned to Payroll"
and dated.
Checks should be given by the departments directly to the payees. If payees are not
known by the person distributing the checks, the identification of the payee should be
verified.
In departments such as Police, Fire and others where employees work other than regular
work weeks and shifts, special arrangements may be made with the departments for
obtaining payroll checks.
1. The department may keep on file written authorizations, signed by the payee, for
someone other than the payee to pick up his/her check. Such persons shall sign
the department copy of the payroll register when receiving the check.
2. The departments may keep a file of authorizations signed by the payee requesting
that pay checks be mailed. It should be noted on the payroll register by the name
of the payee that the check has been mailed and the date of mailing.
Responsibility:
Attachments: None