New Payroll Fees

As presented at the Senior Business Administrators May 28 meeting, the Payroll Department began assessing administrative fees effective July 1, 2003, based on the facts and circumstances on a case-by-case basis for services outside the scheduled payroll processing cycles. These items include hand-drawn checks, overpayments, stale dated checks, stop payments, and additional pay form processing. The purpose of the administrative fee is to serve as an incentive tool for the individual departments to perform payroll-related tasks in an accurate and timely fashion.

Fees will be assessed $25 per transaction to the paying departments for the following: 

1.  Hand-drawn check requests from paying departments for employees who have been short paid or who have received no payment at all. Hand-drawn checks for awards (e.g. Models of Excellence), and vacation payouts will not be assessed a fee.

2.  Overpayment processing for employees who have received pay in excess of what they were entitled to for a given pay period.

3.  Stale dated checks which need to be reissued in the event a department did not forward the pay to an employee in a timely manner.

4.  Stop payment processing for employees who received pay in error due to incorrect distribution end dates.

5.  Additional pay forms which are processed off-cycle and require a hand-drawn check.

Fees will be assessed to the employee for the following:

1.  Payroll checks which have been damaged (e.g. torn, laundered) or lost and need to be replaced with a hand-drawn check will be assessed a fee of $25. (Please note that in cases involving theft, no fee will be assessed.)

2.  Stale dated checks which need to be replaced when an employee fails to cash the original check in a timely manner will also be charged a fee of $25.

3.  Requests for 'prior year' W-2 and 1042 Forms will be assessed a fee of $10.

**Please note that if there is an error created on part of the Payroll and/or Corporate Tax office, there will be no fee assessed. 

The above information is in the process of being posted on the Payroll Department's web site and is subject to change.

If you have any questions or concerns, please do not hesitate to contact me.

-- MaryAnn Q. Piccolo, Associate Comptroller,Corporate Tax and Payroll

  Almanac, Vol. 50, No. 2, September 2, 2003