Supplemental Payments Policy

One-Time Payroll Supplements

November 1, 2006

All payroll supplemental payment forms received by the HR-PayrollServiceCenter after Tuesday, January 2, 2007 will be paid only via direct deposit.This applies to all payroll supplements and one-time payments including Rewards and Recognition and department awards.

Payments will be included in the employee or student’s regular weekly or monthly payroll payment.

In the past, many supplemental payments, especially awards, were made via paper check. Paper checks are less secure than direct deposit payments and more costly to produce due to the special handling required, accounting for the payment, and bank reconciliation.In addition, they are less convenient for recipients, who must deposit them at a bank.

Paper checks will be issued by Payroll only for exceptional or emergency situations, such as replacing a lost or stolen check, payout for a terminated employee, etc. All other payroll payments will be made via direct deposit and incorporated in the employee or student’s regular weekly or monthly payroll payment.

In lieu of giving an award recipient a paper check, DLCs may choose to give the recipient a certificate and/or a congratulatory letter that includes information on the award payment.To help departments produce these materials, Procurement and the Publishing Service Bureau have developed professionally-designed awards presentation materials, including certificates, a coordinating presentation folder, and customizable congratulatory letters, which are available on the Procurement web site.

For more information on the awards materials, please go to the following URL: http://controllers.mit.edu/procurement/award