Manual Check Procedure
Overview
The primary purpose of the manual check procedure is to generate omitted payments to newly hired employees who were hired too late in the payroll cycle to meet the regular processing schedule. If the college/department entered the personnel action for a newly hired employee on or before the published cutoff date for the relevant pay period, the employee will be paid on the regularly scheduled payday.
All campus units are responsible for processing personnel actions/documents for their employees within published payroll deadlines. Manual checks are an exception to regular payroll processing and should never be substituted for the timely processing of employees' pay.
Note: Manual checks must be requested; they are not produced automatically.
Processing Rules
The following rules apply for requesting manual checks for newly hired employees:
For temporary biweekly employees:
The employee must work five (5) or more full days during their first biweekly period of employment and earn a minimum gross of $50.00.
For monthly employees:
The employee must work seven (7) or more full days during their first month of employment and earn a minimum gross of $150.00.
All new employees:
Regardless of pay cycle, all new employees should be advised as to when they will receive their first paycheck. Newly hired employees who do not fall into the categories described above will be paid at the end of the following pay period.
Note: Manual checks are issued on a delayed basis. There will be NO EXCEPTIONS to the manual check procedures.
It is the responsibility of all campus units to ensure the timely processing of personnel actions/documents for their employees.
How to Request a Manual Check
Follow these procedures to request a manual check
For temporary biweekly employees:
- Be sure the required job assignment has been entered and approved
- Enter the missing and/or corrected information into the system by noon of the published Manual Check Cutoff date.
- Flag the 'Manual Check' box on the timesheet
For all other employees:
- Complete the NC State University Request for Manual Check and obtain all necessary signatures.
- Be sure that all related backup (job actions or additional pay panels), approvals, and system entries are completed.
- Submit the completed, signed form, with all applicable backup, to the appropriate Central office by the fourth working day after the regular monthly pay date. The form will then be sent to the University Payroll Office to process.
Note: All information must be completed, and signatures are mandatory.
Manual Check Distribution
Manual checks are sent to the originating department on published manual check paydays as follows:
- For temporary biweekly employees: Checks are issued the Friday after the regularly scheduled pay date
- For all other employees: Checks are issued the eleventh (11) workday following payday
Note: The Payroll Director must approve any deviations from the above pay schedule. Requests for an alternate distribution method must be made through the Payroll Supervisor.
