An "Emergency" Check is a "loan" for wages due that is issued outside the normal payroll system. It is not an advance on wages for emergency reasons, as it is against UTSA policy to issue wages before the normal pay date. An emergency check merely provides a loan against earned wages when the employee's payroll data is not approved in time to be included in the normal payroll process. This "loan" is then repaid from the pay check from which it was advanced when the check is issued. The deduction is shown on the check stub as "miscellaneous deduction/emergency."
Payroll data may be excluded from the payroll process:
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when a monthly employee's appointment is not approved before the monthly payroll "pull" |
| when a departmental payroll voucher (manual voucher) is not received by payroll for posting prior to the deadline |
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when an hourly employee fails to turn in a timesheet |
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when a department fails to approve the electronic payroll voucher. |
Because the "emergency" check process falls outside the normal payroll system, it can only estimate the payroll deductions. To ensure that an adequate amount for deductions is withheld, only 90 percent of the net wages due are paid on the emergency check. The next payroll cycle will "pick up" the full gross amount of the wages due, and the amount of the emergency check will be deducted from the the net wage.
The process required to accommodate a request for an emergency check adds work for the payroll department. For this reason, we ask that the request be necessary for the employee. If the employee can wait until the next payroll cycle, please do not submit a request.
An emergency check can be requested by either the department or the employee, but a request for an emergency check for less than $100.00 or an emergency check for overtime will usually not be approved.
In addition, the employee's appointment must be fully approved, and if the employee is an hourly employee the electronic payroll voucher for the correct pay period must also be fully approved.
For occasional or on-call employees, a fully approved manual payroll voucher along with the original time sheet must be received by payroll.
To request an emergency check, please e-mail Christine Bodily and include the following information:
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Name and SSN of the employee |
| Reason for the request |
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The document identification number of the fully approved electronic payroll voucher, if applicable. |
The request for an emergency check must be approved by payroll before it is processed. If it is approved before 11:30 a.m., it will be available for pick-up after 1:30 p.m. the same day. If it is approved after 11:30 a.m., the check will be ready after 1:30 p.m. the following business day.