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Payroll Procedures for Payment Request Document (PRD)

BEFORE CREATING A PRD PLEASE FOLLOW THE DIRECTIONS BELOW

1. Email the appropriate official within your College/Area requesting approval to process a petty cash for missed pay. You must include an explanation stating why a petty cash payment is needed. The official must respond to your request in writing (via e-mail) stating that the petty cash payment is approved.

2. Upon receipt of authorization, forward the email granting approval to the appropriate payroll clerk. The e-mail must include: the employees name, ID number, pay period, number of hours to be paid, gross amount, and reason for the request. The hours must be entered in SAP, enabling the payroll clerk to run an accurate simulation. Failure to enter the correct number of hours, and supply all of the necessary information, will cause a delay in processing.

3. The payroll clerk will then reply to your email with the net amount for the petty cash. Upon receipt, you will then create the PRD using the net amount specified by the payroll clerk.

THE FOLLOWING ILLUSTRATIONS (BEGINNING ON PAGE 2) WILL TELL YOU HOW TO CREATE A PRD    

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