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Disbursement of Payroll

Payroll Services

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 January 2005, the following policy was approved:

Whenever efforts to recover university funds from individuals are required because of incorrect or untimely salary payments or cancellations of payments, the departments responsible will be charged a 25% recovery fee by Human Resources, based upon the total amount to be recovered. The recovery fee will be assessed upon notification of the situation to the department involved and a journal entry will be initiated by Payroll Services. This fee is meant to both cover some of the associated costs, and to provide a clear incentive for all parties to make timely and accurate submissions for payroll actions.

Click on Salary Overpayment Penalty to view the policy.

Retroactive Payment Requests

Retroactive payments are defined as payments owed to an employee for time worked in a prior pay period (other than the one that is currently being processed per the payroll calendar). Below is a brief list of some reasons for a request:

  1. Late hire action
  2. Late Timesheet submission
  3. Job Family or other mid pay-period change

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.