Staff HR Salary Advance Process

I. DEFINITION

A salary advance is considered to be a short term loan. It is not a paycheck and, therefore, will have no deductions or taxes taken out and cannot be paid via direct deposit.

The check is prepared manually (outside the payroll system) and is issued for:

• Current Pay -- payment of services rendered by an employee in advance of the employee’s regularly scheduled payday
• Retroactive Pay -- an employee who did not receive some or all pay on his/her regularly scheduled payday

II. CRITERIA

An employee may receive no more than two (2) salary advance checks in a rolling 12 month period and for no more than 60% of their pay for time worked.

Salary advance checks may be issued:

• To cover an unforeseeable, bona fide financial emergency
• If an employee did not receive a payroll check on his/her payday because of delays or administrative error beyond the employee’s control

Salary advance checks may not be issued:

• To cover predictable situations such as vacation expenses, student registration fees, rent, food, taxes, or insurance premiums. However, there are predictable situations that suddenly become unavoidable (e.g., the employee needs rent money because their dwelling collapsed during an earthquake), and would warrant a salary advance.

III. REQUEST AN ADVANCE

The employee contacts their HR Service Team Representative (HRSTR) to request a salary advance and indicates where they would like to pick up the check (central Accounting Office or Service Team).

An exempt employee must have e-mail confirmation from their supervisor that they have worked through the advance request date and have not taken a day off without pay.

A non-exempt employee must submit a preliminary approved time record or e-mail confirmation from their supervisor indicating hours worked to date.

Request Deadlines:

• Monday at noon for a Friday check.
• Thursday at noon for a Tuesday check.
  Please note: Due to payroll processing deadlines, not all advances can be processed as requested.

IV. CHECK PICK UP

Salary Advance checks are available for pick up at either the central Accounting Office or HR Service Team location (as requested by the employee). The employee will need to bring a photo ID with them.


Both offices are located off campus:

• Central Accounting Office – 2300 Delaware St.
• Staff HR Service Teams – 2901 Mission St. Ext., Bldg 1 and 2 and Univ. Business Park

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