When issuing hand-drawn checks, you must comply with the Handdrawn Policy (Revised 1/1, 2014) . Departments should request hand-drawn warrants only when the circumstances match those in the policy. All other underpayments should be recorded in Time Collection for payment on the next available pay date.
Pay for both monthly and bi-weekly paid employees can now be entered in the Special Offcycle. The deadline for BOTH Special Offcycle Time Collection and handdrawns is Tuesday at noon and BOTH pay on Friday. For most instances of late pay, the pay should be entered into the Special Offcycle and there is no advantage of a handrawn for these situations. Click the link for step-by-steps on using the Special Offcycle .
In the following circumstances, pay must be processed through a handdrawn and should NOT be entered in the Special Offcycle:
If a payment error will be corrected in HRMS Time Collection, do not submit a hand-drawn request. This will result in an overpayment. Conversely, if a handdrawn warrant is requested, do not enter the data in Time Collection.
For additional information, see the Late Payment of Wages  page which gives details on when the Special Offcycle can be used in place of a handdrawn warrant. The deadline for BOTH Special Offcycle Time Collection and handdrawns is Tuesday at noon and BOTH pay on Friday.
If a department requests a hand-drawn warrant, the date the employee can receive his/her warrant depends on if:
Exception: The above does not apply when an employee has been terminated for cause. (See Termination for Cause .)
The requesting department completes the Handdrawn Warrant Request Form . (Payroll will not accept outdated forms.) Hand-drawn warrants will be processed based upon the priorities discussed in the Hand-Drawn Policy. Generally, hand-drawn checks are processed in the following order of priority:
Reminder: Wage payments requested and processed via the Hand-Drawn Warrant Request Form must not be entered in Time Collection; this will result in a double payment (overpayment). In addition, do not submit a Retroactive Pay Due Form, since this will also result in an overpayment.
The department should notify employees receiving a hand-drawn warrant that three to five business days are generally required for processing. Processing is contingent upon Employee Services receiving all the required paperwork, the department accurately updating the data in the HRMS system and the HRMS' availability
Departments must not promise a payment date to an employee before receiving notification from Employee Services. If notification indicating completion of the hand-drawn warrant is not received after three business days, departments may contact Employee Services for a status update.
In accordance with Colorado Revised Statutes section 8-4-109, departments must submit to Employee Services all final paperwork, including leave payout hours (if applicable) and all other outstanding pay due the employee before, or no later than, the time the employee is notified of the termination.
Employee Services will then process the hand-drawn warrant within six business hours, provided all required information is approved, complete, and submitted to and received by Employee Services. See Termination for Cause  for detailed information about this process.
Employees who voluntarily resign their employment will be paid final salary and leave payout on their last regularly scheduled pay date. Their department is responsible for calculating leave payout hours, obtaining any required payout authorization, and entering the leave payout hours into Time Collection by the published payroll time entry deadline. No hand-drawn warrant request is necessary in this case. However, when employees are terminated in a prior pay period and do not receive their leave payout on their final check, payment must be processed as a hand-drawn warrant.