1.0 Reason for Procedures

1.1. The purpose of this document is to set out procedures secondary to the Policy entitled "Payroll Authorization".

2.0 Procedures

2.1.Generation of the Payroll Authorization Report

2.1.1 Payroll Services shall generate a payroll authorization report for each pay period for each payroll category.

2.1.2 The report shall be distributed to the primary signing authority for each Fund/Organization combination incurring payroll charges.

2.1.3 The report shall be generated after the end of the pay period and distributed to the signing authorities in advance of the payroll direct deposit or cheque run.

2.2. Verification of the Payroll Authorization Report

2.2.1 The primary signing authority of each Fund/Organization combination is responsible for verifying employee renumeration being charged to that Fund/Organization. Verification of employee remuneration shall be done by verifying the details of the payroll authorization report as follows:

2.2.1.1 Verify that the Fund/Organization being charged is appropriate;

2.2.1.2 Verify that each employee is still actively employed by the University, that the job name is accurate, and that no employee has been omitted.

2.2.1.3 Verify the expiry date of positions where applicable and initiate re-appointment through Human Resources if necessary.

2.2.1.4 Verify amounts and categories of pay to the source date.

2.2.2 If the payroll authorization form is correct, the primary signing authority should sign and date the form. If any errors or omissions have been noted, the primary signing authority should immediately advise Payroll Services, document the corrections on the payroll authorization form and sign and date the form.

2.2.3 It is the responsibility of the primary signing authority to advise Payroll Services of any errors or omissions in the payroll authorization report immediately.

2.2.4 Payroll authorization forms should be retained in the Faculty/Unit/Department for two years.

3.0 Accountability

3.1. The University Secretary is responsible for advising the President that a formal review of the Procedure is required.

3.2. The Comptroller is responsible for the communication, administration and interpretation of this Procedure.

4.0 Review

4.1. Formal Procedure reviews will be conducted every ten (10) years. The next scheduled review date for these Procedures is August 12, 2018 .

4.2. In the interim, these Procedures may be revised or rescinded if:

a) the Approving Body deems necessary; or

b) the relevant Bylaw, Regulations or Policy is revised or rescinded.

5.0 Effect on Previous Statements

5.1. These Procedures supersedes the following:

(a) all previous Board/Senate Procedures, and resolutions on the subject matter contained herein; and

(b) all previous Administration Procedures, and resolutions on the subject matter contained herein; and

(c) all previous Faculty/School Council Procedures stemming from the Faculty/School Council Bylaw and academic and admission Regulations and any resolutions on the subject matter contained herein; and

(c) Payroll Authorization Reports Policy 313

6.0 Cross References

Cross referenced to:

(1) Payroll Authorization Policy

(2) Signing Authorities for Accounts Policy