Chicago Police DepartmentEmployee Resource E02-02-12
Distribution of Paychecks
Issue Date:20 May 2016Effective Date:20 May 2016
Rescinds:08 March 2002 Version
Index Category:Payroll and Timekeeping
I.Purpose
This directive:
  • A.discontinues the use of the Payroll Audit Log (CPD-61.403).
  • B.introduces the use of the City of Chicago Check and Deposit Listing (PY100i).
  • C.establishes the procedures for completing the Check and Deposit Listing and security of live payroll checks at all district and unit locations.
II.Procedures / Responsibilities
  • A.The Finance Division will complete a Check and Deposit Listing for each unit. This Check and Deposit Listing will include the first and last check numbers and any checks that have been removed from or added to the units payroll.
  • B.The designated unit supervisor will:
    • 1.ensure that the payroll checks are picked up as directed by the Finance Division via the Administrative Message Center (AMC).
    • 2.before the checks are distributed, assign a person to audit and verify the check numbers against the Check and Deposit Listing.
  • C.The assigned auditor is responsible for the verification of the check numbers against the Check and Deposit Listing.
    • 1.If all checks are accounted for on the Check and Deposit Listing, the auditor will sign and date the listing and present it to the designated unit supervisor for signature.
    • 2.If any checks are missing from the sequence and not noted by the Finance Division on the Check and Deposit Listing, the auditor will immediately:
      • a.notify the designated unit supervisor.
      • b.notify the Payroll Section.
      • c.record on the Check and Deposit Listing the missing check number and, if available, the name of the unit member issued the check; sign and date the listing; and fax it to the Payroll Section.
        NOTE:
        When completing the listing, the auditor will attempt to determine the name of the unit member issued the check; however, notification to the Payroll Section will not be delayed for this reason.
  • D.Subsequent designated unit supervisors will ensure that the security of paychecks not yet distributed is maintained.
Eddie T. Johnson
Superintendent of Police
15-159 CAW