Disbursement of Payroll
Paycheck Pick-Up
Federal Work Study students are not required but strongly encouraged to participate in direct deposit, paychecks are processed bi-weekly according to the payroll calendar. Once a paper paycheck has been generated, you will receive an email on setting up an appointment to pick up the check or request it to be mailed.
If for some reason the employee is unable to pick up his or her paycheck, a designated person may be allowed to pick up the check by following the proper procedure. The Authorization for Picking-Up Paychecks Form must be completed and submitted to Payroll Services the day paychecks are to be picked up. Photo identification must also be available.
On Demand Requests for Payment
UCF does not process On Demand Check Requests for instances of hours that either were not submitted or approved by the manager before the payroll processing deadlines. Retroactive time should be entered as soon as possible and will be calculated on the next available paycheck.
Under very specific circumstances, an on-demand check request can be requested by the department manager or HRBC. To request an On Demand check, please complete the On Demand Check Request Form and attach it to a Workday Help Case. Please be aware that a $50.00 fee per check request will be charged to the department. If the error was a result of Human Resources’ processing, the fee will be waived.
Once Payroll Services has processed the check/payment, the person who prepared the Workday Help Case with the attached form will be notified the case has been reviewed, when the payment will be completed, and for the requestor to notify the employee when to expect the deposit or paper check (if no active direct deposit).
Overpayment Recovery
Overpayments can occur at UCF because of some of the following reasons:
- Inaccurate or falsified timesheets
- Error in keying daily time in the PeopleSoft Timesheet Page
- The department requests retroactive payment for hours that were already processed
- Error in the compensation rate on the hire action
- Revision of a compensation rate or full-time equivalency that is retroactive or not keyed by the deadline
- Department submitting termination paperwork late and not entering leave without pay for scheduled hours after termination date
- Department not entering leave without pay for employees who did not work their entire schedule and did not have enough accrued leave time to be in pay status for time not worked
As of December 2025, the following Policy Number 3-002.4 Salary Overpayment Recovery Fee was approved:
To encourage timely and accurate submission of employment actions, the university assesses recovery fees in cases where payroll errors result in employee overpayments. Recovery fees are charged to the department and are applied to the original cost center unless another funding source is provided to Payroll Services.
- A 25% recovery fee will be charged in all cases when termination or leave-related forms are not submitted by the payroll deadline for the affected pay period.
- For other departmental payroll submission errors resulting in overpayments:
- A 15% recovery fee will be assessed if the error remains uncorrected for up to two pay periods.
- A 25% recovery fee will be assessed if the errors remain uncorrected for three or more pay periods.
- No recovery fee will be charged if the overpayment amount is less than $50.00.
The recovery fee helps offset the administrative costs and serves as an incentive for departments to maintain compliance with payroll submission deadlines and financial reporting obligations.
Click on Salary Overpayment Penalty to view the entire policy.
Retroactive Payment Requests
Retroactive payments are defined as payments owed to an employee due to late hire actions, Job family, or other mid pay -period changes. Below is a brief list of some reasons for a request:
- Late hire action
- Job Family or other mid pay-period changes
As a reminder: UCF does not process On Demand Check Requests for instances of hours that either were not submitted or approved by the manager before the payroll processing deadlines. Retroactive time should be entered as soon as possible and will be calculated on the next available paycheck.
To request a retroactive payment, please complete the Retroactive Payment Request Form.
Retroactive payments requests should be submitted via a Workday Help case for retroactive actions that occurred more than 2 pay periods in the past. Payroll processing deadlines are posted on the Payroll Calendar monthly. All required documentation and signatures are due in HR by the deadline, or the request will be suspended for a future pay period (assuming the required documentation is received by Payroll Services for that future pay period).
If you have any questions regarding paycheck procedures, please contact Payroll Services at payroll@ucf.edu.