Payroll Check Requests Instructions - USC Employee Online Services

User’s Guide
Section 600-1
Page 1 of 1
Revised September 2005
Payroll Check Requests
Note: On-line hand drawn checks: If your department is on line for hand drawn checks,
please see the procedures you were given at the time of your training. The procedure below
discusses paper Payroll Check Requests.
A Payroll Check Request or “PCR” is submitted when a hand drawn check needs to be created for late
pay, or for payments (at risk, bonus) which must be run on a hand-drawn check by Payroll.
• “Late Pay” means any money which should have been paid to an employee on pay day, but was
not. Included in this definition are overload, over time, etc.
• All monies owed for an individual must be combined onto one paycheck per IRS regulations,
unless the FICA or Disability taxation will be different for each check. For example, if you owe a
student a check for summer (non-enrolled) and for fall (enrolled), the FICA and Disability taxes
are different for the two payments, and so two PCRs would be required. If unsure call Payroll.
• A tax modeling (Section 500-14) must accompany all Late Pay PCRs. Do not do a tax modeling
when submitting the following: events; cancelled-check reissue; at risk or bonus earnings; or
employee is not in your home department. Terminations are handled via the Termination Form.
a. Complete the bottom section of the Employee Data Form, under “Payroll Check Request”.
Enter Name, Employee Number, and Department number. at the Top
FIELD
Pay Period
Freq
Reason
Gross Pay Due
Net Pay Due
Ern Line
Account Number
Amount
Signatures
INSTRUCTIONS
Indicate the pay periods(s) being paid.
“MO” or “BW”. Indicate the frequency of the payment being made
Please give a short but clear reason for the request, e.g. “Late Pay”,
“Events”, “Additional Pay Due”, etc.
List the Gross Pay due employee.
List the Net Pay from the tax modeling. Do not complete Net Pay if you
are not required to do a tax modeling. See above.
Enter each earning line which will be paid on the PCR
Enter the appropriate account number for the earning line
Enter the amount to be charged against this earning line
All forms must be signed by an authorized signer of the department (e.g.
Home Department Coordinator). See Section 200-5
Note: no other fields of the Data Form are required unless a) you need Payroll Services to establish the
earning line for you, e.g. for an At Risk or Bonus payment; or b) you are submitting the Data Form for an
additional reason such as to be support documentation for a new or rehire.
b. Attach Tax Modeling (see above and user’s guide 500-14 and 600-2.
c. Attach support paperwork such as a Time Sheet for a biweekly check. If unsure call Payroll.

User’s Guide
Section 600-1
Page 2 of 1
Revised September 2005
d. If you are not the “Home Department”, but need to submit a Payroll Check Request:
i. Work Department completes PCR section of Employee Data Form, attaches Time
Report(s) if appropriate, and forwards package to the Home Department. Tax modeling
is NOT required.
ii.
iii.
iv.
Home Department Coordinator:
* reviews the Time Report for adherence to Overtime Requirements
* countersigns PCR or Data Form
*It is not necessary for the Home Department to complete a Tax Modeling.
PCR & Time Report forwarded to Payroll Services on the Home Department’s campus.
Payroll Services prints check
NOTE: HAND DRAWN CHECK WILL BE AVAILABLE FOR PICKUP BY THE
HOME DEPARTMENT ONLY.