Payroll Coordinator's Guide to Processing a Salary Advance Payment 

The information provided in this guide is intended to assist a Department Payroll Coordinator in processing a salary advance payment. Assistance is available for your salary advance-related questions from the Payroll Office.

  1. Human Resource Coordinator
  2. Payroll Office
Forms
Quick links to forms referenced in this guide are provided below.
 
Important Form Information:
Payroll_Salary_Advance_Request.pdfPayroll_Salary_Advance_Request
What to KnowFilter
Human Resource Coordinator

  1. Employee must request a salary advance (see Employee Salary Advance Payment Guide for details on advance types).

  2. Direct all salary advance requestees to review the Employee Salary Advance Payment Guide before he/she submits a request to insure that his/her request meets the outlined criteria.

  3. If Type 2 request, contact Ericka Fleming (9-1922, saladv@ucsc.edu) in the Payroll Office to determine whether or not a salary advance is the appropriate course of action and to determine if any special exceptions are needed.

  4. Review and complete the Payroll Salary Advance Request Form with the employee.

    • The request for a salary advance (either Type 1 or Type 2) must constitute an emergency situation.  Refer to the matrix in the Employee Salary Advance Payment Guide to help determine what qualifies as an emergency.

    • The employee can be advised remotely if he/she is not available to come to your unit’s office.

    • The employee may “agree” via e-mail, which must be attached to the Request Form and clearly state that the employee has read the terms detailed on the Request Form, but the preferred method is to obtain the employee’s signature.

    • It is permissible to go over the form with the employee and then fax or scan the completed request to the employee for their signature of agreement; which can then be faxed or scanned back to the HR Office.

  5. Complete a UCSC Direct Payment (Excel | PDF). 

    • Include the employee’s ID number, full name and campus mailstop.  The salary advance request will be rejected if this information is not included on the Direct Payment Form.

    • Any Payroll Office approved exceptions to policy must be indicated in the “notes” section of the form

    • Email the Payroll Office at saladv@ucsc.edu for authorization to send documentation.

  6. The Payroll Office will advise the HR Coordinator to FAX, mail or email the completed Payroll Salary Advance Request form and the Direct Pay form to the Payroll Office (FAX: 9-3702; Mailstop: Payroll; email saladv@ucsc.edu) for processing.  No documentation should be transmitted to the Payroll Office without explicit instruction to do so given by the Payroll Office. 

  7. If you are including a SCHF for hold for pick-up or to specify a different address on file, you may fax or email it to the Payroll Office or directly to the number listed on the SCHF.  Please note: Hold for Pick-up checks should be picked-up from the Accounting Office by the payee whenever possible.  Pick-up by an HR partner is considered a special circumstance and should only be requested if the payee is unable to pick the check up directly.

    • The form must be submitted by 10 a.m. on Wednesday for Friday pick-up/mailing.

  8. All salary advance checks are sent to the employee's campus mail stop unless a different campus mail stop is indicated on the Direct Pay form, or a hold for pick-up at the Accounting Office was submitted.

Payroll Office
  1. The Payroll Office will review and approve the forms and record information needed to adjust the employee’s next regular paycheck for the salary advance in PPS.
  2. The Payroll Office enters the Direct Payment document into Banner.
    • The first six digits of the employee’s id number must be entered into the first six character spaces of the invoice field.
    • Salary advances are always funded with index code 112600.
  3. The salary advance payment check will be generated as part of the standard weekly check production process.
    • The check will be mailed to the employee’s campus mail stop, the provided campus mailstop, or held for pickup if a hold-for-pickup request has been made.