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U.S. Department of Health and Human Services

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SMG 2310.3

FDA STAFF MANUAL GUIDES, VOLUME III - GENERAL ADMINISTRATION

FINANCIAL MANAGEMENT

BUDGET

EMERGENCY SALARY ADVANCES

Effective Date: 08/03/2009

[PDF Version]

 1. Purpose
 2. Policy
 3. References
 4. Entitlement
 5. Requests for Emergency Salary Advances
 6. Collection of Emergency Salary Advances
 7. Responsibility
 8. Reporting Requirements
 9. Effective Date
 10. Document History
 

Attachment A - Emergency Payment Request
Attachment B - DHHS' Employee Emergency Payment Request, Promissory Repayment Agreement, and Salary Offset Authorization
Attachment C - Non-Receipt of Direct Deposit Form
Attachment D - Letter of Non-Receipt
Attachment E - Emergency Salary Advance Dunning Letter and Notification of Pending Offset
Attachment F - Amendment to DHHS' Employee Emergency Payment Request, Promissory Repayment Agreement, and Salary Offset Authorization
Attachment G - Memorandum Requesting Salary Offset

1. PURPOSE 

This Guide provides policy and procedures concerning emergency salary advances when earned salary payments have been delayed.

2. POLICY 

An Emergency salary advance may be issued for one of the following reasons:

1. Non-receipt of Electronic Fund Transfer, also referred to as direct deposit (the payslip was generated but the paycheck was not received at the bank). An employee who receives his/her paycheck via an Electronic Fund Transfer (also referred to as direct deposit) may request an emergency salary payment on the Tuesday after payday, if the employee's bank did not receive a direct deposit by close of business on Monday;

2. Non-receipt in the mail (the payslip was generated but the paycheck was not received at the residence). An employee who receives his/her paycheck via mail delivery may request an emergency salary advance on the Tuesday after payday, if the employee has not received their paycheck at their residence by close of business on Monday.

3. REFERENCES 

A. DHHS Accounting Manual, chapter 10-30.

B. Memorandum dated April 5, 1990 from the Deputy Assistant Secretary for Finance.

4. ENTITLEMENT 

A. Employees who fall under any of the categories listed below are not entitled to receive emergency salary advances.

1. Consultants (daily or hourly)

2. Intermittents

3. Stay-in-School (seasonal)

4. Employees that have had their salaries offset by Treasury due to an outstanding debt.

B. DHHS policy states that an employee may not receive an emergency salary advance for overtime, or other pay differentials such as a Physician's Comparability Allowance (PCA), if for some reason they are not received for the pay period.

5. REQUESTS FOR EMERGENCY SALARY ADVANCES 

Employees who have satisfied the above criteria and have not received a paycheck may use the following procedures if they find it necessary to request an emergency salary advance.

1. Electronic Fund Transfer.

a. The employee, supervisor, and timekeeper must complete and sign an Emergency Payment Request (EPR) form (Attachment A) along with a Health and Human Services' Employee Emergency Payment Request, Promissory Repayment Agreement, and Salary Offset Authorization form (Attachment B). The employee should carefully read the agreement to ensure full repayment, outlined in paragraph 4, before signing the form.

b. The employee must submit a copy of the most current Payslip (Form DFAS LES)with SF 50, and attached it to the original EPR. The employee and timekeeper should retain a copy of all forms.

2. Mail Delivery.

a. The employee, supervisor, and timekeeper must complete and sign the EPR form (Attachment A) along with a Health and Human Service's Employee Emergency Payment Request, Promissory Repayment Agreement, and Salary Offset Authorization form (Attachment B). The employee should carefully read the agreement to ensure full repayment, outlined in paragraph 4, before signing the form.

b. The employee must also complete and sign the Letter of Non-Receipt (Attachment D). This letter, as well as a copy of the most current Payslip (Form DFAS LES) and SF 50. It must be attached to the original EPR. The employee and timekeeper should retain a copy of all forms.

3. Non-issuance of check

a. The employee, supervisor, and timekeeper must complete and sign the EPR form (Attachment A) along with the Health and Human Service's Employee Emergency Payment Request, Promissory Repayment Agreement, and Salary Offset Authorization form (Attachment B). The employee should carefully read the agreement to ensure full repayment, outlined in paragraph 4, before signing the form.

b. A copy of the most current Payslip (Form DFAS LES) and SF 50 must be attached to the original EPR. For non-issuance of a paycheck, attach a Payslip from the prior pay period. The employee should retain a copy of all forms.

c. In addition to the procedures outlined in paragraphs 4.a., 4.b. and 4.c., the following procedures apply:

The Timekeeper, Timekeeper Contact or Administrative Officer must submit or fax all the required documents to the FDA’s Office of Financial Services Director (12345 Parklawn Building, Room 205, HFA-700) for review and approval by the Payroll Liaison Lead and the Director, Office of Financial Services, or Director, Division of Payments,

d. The Payroll Liaison Staff will assign a claim number to the EPR and notify and fax the approved EPR back to the Timekeeper/Timekeeper Contact/Administrative Officer once it has been approved and a claim number secured.

e. The Timekeeper/Timekeeper Contact will give the approved EPR to the employee for signature.

f. The employee may then present the approved EPR to OFS for processing.

6. COLLECTION OF EMERGENCY SALARY ADVANCES 

Accounting personnel will use the following procedures to collect delinquent emergency employee payments:

1. If full repayment has not been received within thirty (30) days from the date that the emergency salary advance was issued:

a. Office of Financial Services will send Form 3620 (OFS-OFM Receivable Request) to the Office Of Financial Management’s Accounts Receivable staff for billing . OFM will then establish the receivable in UFMS then mail out an invoice along with any supporting documentation to the employee. The employee will have thirty (30) days from the time the receivable is established in UFMS to make a payment. If payment is not received within that time period OFM will then enforce their Debt Collection Act to seek collection of the outstanding debt that is owed to FDA.

2. If payment is not received after the Employee Emergency Salary Advance Dunning Letter and Notification of Pending Offset is sent:

a. Account Receivable staff will complete and forward to the Program Support Center (PSC) a Memorandum Requesting Salary Offset (Attachment G). All supporting documentation outlining the efforts made to obtain repayment of the emergency employee payment must be attached to this memorandum. [NOTE: If the employee believes that the original paycheck has not been received, he/she must contact the Payroll Liaison.]

7. RESPONSIBILITY 

Employee will:

1. Notify their timekeeper of no salary received,

2. complete, sign and submit the EPR along with all necessary paperwork,

3. retain a copy of all forms,

4. endorse all repayment checks to FDA, and,

5. pay back any and all late payment charges associated with a delinquent emergency salary advance repayment.

Timekeeper/Timekeeper Contact/Administrative Officer will:

1. review the EPR and all necessary paperwork for completeness,

2. sign and submit all required documents to the Payroll Liaison Team,

3. receive notification of an approved EPR, and,

Payroll Liaison will:

1. review the EPR for completeness,

2. assure that a valid reason exists for an emergency salary advance and that the employee is not delinquent in paying back prior emergency salary advances,

3. determine the amount of the emergency salary advance required by reviewing the EPR and/or consulting with PSCl,

4. secure payment approval signature of the Payroll Liaison supervisor and the Director, OFS, or Director, Division of Payments,

5. assign a claim number to each claim and record it on the space provided on the EPR,

6. retain a photocopy of the completed EPR and a log of these issuances,

7. assure that payments are issued, and

8. assure that all EPRs are repaid.

8. REPORTING REQUIREMENTS 

A. Salary advances and object class 617G will be used with emergency salary advance.

B. All. Prepare a monthly report on the status of all salary advances and send to the OFM Accounting Reports and Analysis Section contact.

9. EFFECTIVE DATE 

This policy was signed by William Collinson, Acting Director – Office of Financial Management, effective August 3, 2009.

10. Document History -- SMG 2310.3, Emergency Salary Advances 

STATUS (I, R, C)DATE APPROVEDLOCATION OF CHANGE HISTORYCONTACTAPPROVING OFFICIAL
Initial08/03/2009N/aOC/OO/OM/OFMWilliam Collinson, Acting Director