Administrative Procedures Handbook

Lump Sum Payments to Employees

Phone: 309-298-1971
Fax: 309-298-2300

 

Lump Sum Payments to Employees From Personal Services Monies

Payments to employees must go through the payroll process where appropriate deductions are withheld. If the service provided is outside the individual's normal duties and work schedule, a lump sum amount can be paid through the next scheduled payroll, provided adequate funds are available in the departmental budget.

Civil Service hourly employees working outside of their normal work hours may not meet the criteria established for lump sum payments. Hourly employees performing work beyond their normal work hours are essentially working overtime. Contact the Payroll Office, 298-1867, for instructions on how to process payment to an employee whose additional hours are to be paid from a source other than their regular hours. Payments for awards such as "Employee of the Month" meets the criteria for the lump sum payment process regardless if the employee is paid hourly or is exempt. For clarification, or additional information, contact the Human Resources Department.

There is a different Lump Sum Payment request form for graduate assistants. Contact the Graduate Office, 298-1806, for information. Lump Sum Payments for current WIU students do not use this form and are processed on the student payroll. Contact Financial Aids, 298-1996, for information.

A Request for Lump Sum Payment must be used for all sources of funds. All sections must be completed and all approvals obtained before payment can be made. Please mark the top section indicating if the individual is currently a Civil Service employee or a non-WIU employee. The form must be routed in order of signature approvals. Do not send to Human Resources without the appropriate signatures.

Example Situations:

  • A Civil Service hourly paid employee agrees to take/sell tickets at a concert. Extra hours must be paid in accordance with the Civil Service Compensation Policy and Compensatory Time regulations; therefore, the Lump Sum Payment form cannot be used.
  • A Civil Service hourly paid employee who is asked by the supervisor to work extra hours must be paid in accordance with the Civil Service Compensation Policy and Compensatory Time regulations; therefore, the Lump Sum Payment form cannot be used.
  • A Civil Service hourly paid employee agrees to work after regular hours on a grant for a professor who is not his/her supervisor. Extra hours must be paid in accordance with the Civil Service Compensation Policy and Compensatory Time regulations; therefore, the Lump Sum Payment form cannot be used.
  • A Civil Service exempt employee agrees to sell tickets at a football game. A Lump Sum Payment form shall be completed in detail at an amount agreed upon by the parties involved.

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Lump Sum Payments for Individuals not Currently on WIU Payrolls

A Request for Lump Sum Payment form must be used for all sources of funds. All sections must be completed and all approvals obtained before payment can be made. Please mark the top section indicating if the individual is currently a Civil Service employee or a non-WIU employee. The form must be routed in order of signature approvals. Do not send to Human Resources without the appropriate signatures.

Example situations where the Request for Lump Sum Payment may be used:

  • Payment to a non-WIU employee for working as a deer checker during deer hunting season
  • Payment to a non-WIU employee for presenting a workshop or training session
  • Payment to a non-WIU employee for data anlysis or consulting work
  • Payment to a non-WIU employee for working an athletic event

Lump Sum Payments processed by the Human Resource Office are paid on a semi-monthly payroll. For a lump sum payment to be processed on the 1st - 15th payroll which is payable on the 16th of the month, the completed paperwork must be received in Human Resources by the 25th of the preceding month. For a lump sum payment to be processed on the 16th - 31st payroll which is payable on the 1st of the month, the completed paperwork must be received in Human Resources by the 10th of the month.

Example:

  • Payroll July 1st-15th, payable on July 16, the completed paperwork must be received by June 25th.
  • Payroll July 16th-31st, payable on August 1, the completed paperwork must be received by July 10th.

Payment cannot be processed without a current I-9 form. It is the employing department's responsibility to submit a completed I-9 form to Human Resources either by sending directly to Human Resources or attaching to the Request for Lump Sum Payment form as it is being routed for signatures. Human Resources does not have access to I-9 forms completed by previous student employees or graduate assistants. The Request for Lump Sum Payment form should be routed for signatures (such as employing fiscal agent, current supervisor, vice president, Budget Office) before submitting to Human Resources for processing.

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