Collage

Warrant Coordinator

The role listed below is responsible for handling personnel information and transactions and therefore should ensure strict confidentiality and care.

Payroll Warrant Coordinator Task List

  1. Warrant Coordinators are responsible for picking up payroll checks on paydays at the designated check distribution location or in Human Resource Services - Payroll Office (CP-770) for checks that are issued in between paydays.

  2. After verifying each check against the warrant register to make sure that all checks are accounted for, the Warrant Coordinators sign and date the register and return the signed warrant register and any warrants/direct deposit advices that should not be distributed to the Payroll Representative who originally distributed the registers.

  3. Warrant Coordinators distribute the checks to individual employees within their department. Payroll warrants which are not delivered within five days of pickup must be returned to the custodian of payroll warrants located in Human Resource Services - Payroll (CP – 770).

  4. Employees who know in advance that they will not be available to pick up their salary warrant/direct deposit advice may request that their salary warrant or direct deposit advice be mailed to them by providing a self-address stamped envelope. If the employee is absent due to illness, vacation, away for training or separation, the warrant or advice may be mailed to the employee's residence by their department or Payroll Services. Any warrants or statements that have not been picked up or mailed in five days must be returned to Human Resource Services - Payroll (CP-770).

  5. Payroll warrants which are not delivered within five days of pickup must be returned to the custodian of payroll warrants located in Human Resource Services - Payroll (CP-770).

It is the intent of these procedures to safeguard warrants from being distributed to unauthorized persons and to guard against defalcation. In circumstances not covered by these procedures, the Director of Human Resources Services - Payroll shall be responsible for approving appropriate action to deal with unusual circumstances. Please contact the appropriate Payroll Account Representative to determine if the circumstance requires the Director’s approval.

SAM 8580.1 DUTIES INCOMPATIBLE WITH HANDLING OF SALARY WARRANTS

State agencies will observe the following separation of duties in designating persons who can certify or process personnel documents to SCO, Division of Personnel and Payroll Services. Persons designated by agencies to receive salary warrants from SCO, or to distribute salary warrants to employees, or to handle salary warrants for any other purpose will not be authorized to process or sign any of the documents listed above.