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U.S. Geological Survey Manual

345.1 - Check Distribution

10/10/89

OPR: Admin/Financial Management

1. Purpose. This Chapter provides policies and procedures for the distribution of salary, expense and claim checks to USGS employees in accordance with Treasury Department Regulations. It includes checks issued for travel advances and claims for reimbursement of travel and miscellaneous expenses.

2. Policy.

A. Salary and Wages. A USGS employee is authorized to receive salary and wages by crediting the check to a bank, savings and loan, credit union, financial organization, or similar institution or by direct mailing of the check to an address designated by the employee.

B. Travel and Miscellaneous Expenses. A USGS employee is authorized to receive checks issued for travel expenses and claims for reimbursement of travel and miscellaneous expenses only, through direct mailing by the Treasury Department to the employee's address or designated financial institution.

3. Responsibilities.

A. USGS employees are responsible for ensuring that required personal information is current and correct: An official correspondence address is required for all employees. The employee is responsible for prompt reporting of any discrepancies to the Division of Payroll Operations, (i.e., a lost check, overage or shortage in a check, an address change) at the following address:

Bureau of Reclamation

Departmental Payroll Office (USGS)

D-2651 Academy Place 1

7333 West Jefferson Avenue

Denver, CO 80235

B. The Division of Payroll Operations is responsible for the establishment, abolishment, or change of address for all employees on payroll related items.

4. Distribution Procedures for Salary or Wage Checks. Employees will submit a Standard Form (SF) 1199A, Direct Deposit Sign-Up Form, for direct deposit of net checks to a financial organization or Bureau of Reclamation (BOR) Form 7-2214 Request for Official Correspondence, Net Check, Residence Information, for mailing to an address designated by the employee.

A. Remittance of Net Checks to a Financial Organization for Credit to Employee's Account.

(1) To have a salary check forwarded directly from the Treasury Department to a bank for credit to the recipient's account, an employee and the financial organization will complete SF 1199A as shown in Figure 1, and forward it to the Division of Payroll Operations through the employee's designated timekeeper or Administrative Officer. Additional details may be found in SM Chapter 344.6.

(2) To have the recipient's check remitted to a different financial organization or to correct erroneous information previously submitted, an employee will complete a new SF 1199A as shown in Figure 1.

(3) To change remittance of recipient's salary check from a financial organization to a designated address an employee will complete BOR Form 7-2214, as shown in Figure 2, and forward it to the Division of Payroll Operations through the employee's timekeeper or Administrative Officer.

(4) All changes sent to the Division of Payroll Operations must have a Transmittal Form, BOR 7-2211, as shown in Figure 3.

B. Direct Mailing of Net Pay Checks to Employee's Home Address.

(1) To have a salary check forwarded directly from the Treasury Department to an address designated by the employee, an employee will complete BOR Form 7-2214 as shown in Figure 2. See restrictions in B.(3) below.

(2) A new BOR Form 7-2214 is required for change of address or for a change in remittance of net check from a financial organization to an employee's mailing address. This new authorization automatically cancels any previous notification concerning a change of address. Change from one financial organization to another financial organization requires a new SF 1199A.

(3) Effective July 14, 1989, (in accordance with Office of Personnel, Instructional Memoranda No. 89-02, Direct Deposit of Pay for New Employees), all employees entering the Departments' rolls and reporting for duty with USGS must either designate a financial institution of their choice for direct deposit of their pay or request and receive approval for a waiver of this requirement prior to appointment. Departmental policy permits new employees to request a waiver of this requirement in unusual or hardship situations (e.g. remote worksite having no financial institution, lack of accessability by persons with disabilities, or similar situations). USGS Form 9-3011, "Request for Waiver of Direct Deposit of Pay", shown as Figure 4, should be used.

C. Failure to Provide Instructions for Distribution of Net Check. In the event an employee fails to provide an SF 1199A or BOR Form 9-2214, salary checks will be forwarded to OFM until one of the forms is received from the employee.

5. Procedures for Lost Checks or Incorrect Amounts.

A. Lost Checks. When an employee loses or fails to receive a check, a memorandum requesting another check will be submitted in duplicate to the Division of Payroll Operations in Denver, Colorado. The memorandum, signed by the employee, will state whether or not the check was received; if not received, how it was lost; the address where the new check is to be mailed; and a certification that, should the original check turn up, the recipient will cash only one and return the other to the Debt Management Section, Office of Financial Management (OFM) (Mail Stop 271). Provide timekeeper code, sub-bureau code and a telephone number where employee may be reached.

B. Incorrect Amounts. An employee will immediately notify the Division of Payroll Operations of any overage or shortage in a check. If there is a shortage, the check is to be cashed. An adjustment in pay will be made on the employee's net check. If there is an overage, the check is to be held until the Division of Payroll Operations informs the employee what disposition is to be made. The numbers for payroll hotline are: FTS 321-7732 or (303) 969-7732.

6. Final Checks--Employees Leaving the USGS. No check will be delivered to a separating employee until it is determined that the employee is entitled to the full amount payable. Refer to SM 344.16.4 regarding the employee accountability requirement before salary payment is certified.

7. Distribution Procedures for Travel and Miscellaneous Expense Checks.

A. Checks issued for travel advances, claims for reimbursement of travel expenses, and miscellaneous expenses at headquarters will be mailed by the Treasury Department to either the employee's home address or financial institution. This precludes possible loss of checks and eliminates excess handling. Accordingly, the employee's home address or financial institution address and account number are to be entered on the appropriate request or claim document. Refer to SM 340.12 for instructions relating to preparation of such documents.

B. In rare cases, where it is impractical to have the check mailed by the Treasury Department to the employee's home address or financial institution, distribution is made as follows: The complete mailing address of the employee's office is entered instead of the employee's home address on the pertinent request or claim document. The check is mailed to the office by the Treasury Department.


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U.S. Department of the Interior, U.S. Geological Survey, Reston, VA, USA
URL: http://www.usgs.gov/usgs-manual/340/345-1.html
Contact: APS, Office of Policy and Analysis
Last modification: 08-Jan-2013@15:43 (kk)
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