Mailing Process

1.  For people who have not enrolled in direct deposit, the payroll department will mail payroll checks to the employee’s home (W2) address 2 business days before payday. 

2.  If the employee receives their check before payday, they should not attempt to deposit or cash the check.  It is effective dated for payday and will not be honored by Indiana University’s bank before the actual paydate. 

3.  If the employee deposits or is able cash their check through a third party source prior to payday, Indiana University will not reimburse the employee for any checking or banking fees incurred. 

Reissue Process

1.  For paychecks that do not reach the employee’s homes by 5 pm on payday, the payroll department will initiate a check stop payment and reissuance at the request of the employee’s departmental or regional payroll office. 

2.  We will initiate reissues on the second business day after payday. For example, for bi-weekly paid employees we will initiate reissuance starting at 8am on the Tuesday after payday. 

3.  Please advise the employee that once the reissue is initiated, the stop payment on the original check becomes effective immediately. If they go home and the original check is there, they will be unable to cash it. They must wait for the reissued check. 

4.  An exception may be made to the second day reissuance procedure if the pay calendar indicates that central payroll would be closing a payroll on that day. If the second day falls on a payroll closing day, please contact FMS Customer Service at 812.855.0375 and ask for guidance as to how to proceed.

5.  The department or regional payroll office should use the online Cash Control form to initiate the reissue. It is located at:  http://www.fms.indiana.edu/cashcontrol/StopReissueForm.asp

6.  Once initiated, Cash Control will stop payment on the original paycheck effective immediately. They will request a reissue.  Central payroll will reissue the check and it will be printed by the next day at the latest. The employee can elect to have the new check mailed to their home or pick it up at their campus payroll office.  Depending on timing, the new check may take 2-3 business days to reissue.

7.  If the employee elects to pick up the check at their campus payroll office, please indicate that on Cash Control’s Stop/Reissue form. BL and IUPUI can print their reissues and make them available immediately. In the interest of fairness, Bloomington will FedEx checks to the other campuses for the time being if the employee elects to pick up their check. If this becomes too expensive, we will begin putting them in Campus Mail.

 Several key points to communicate to the employee about the stop payment and reissue process:

1. We will not initiate reissue until the second business day after payday.
   
2. If a check is stopped and reissued and the original check subsequently arrives at their home, the employee will be unable to cash the original check. They must wait for the reissued check.
   
3. The stop payment and reissue process can take 2-3 business days, therefore they will not have a new check immediately. 
   
4. The employee can have the reissued check mailed to their home or pick it up in their campus payroll office.