D-29

Policy

• Fire Department City Payroll Checks are accounted for and issued to all uniformed members as stated in this directive.

Payroll Register

• The payroll register has detailed information about the personnel/company paychecks; i.e., number of exemptions, marital status claimed on W-4, etc.

Responsibility

• Each member is responsible for exercising controls based on rank in the implementation of this directive.

Fiscal Officer Responsibilities

• Distributes Payroll Registers to Unit Commanders before Payroll Checks are issued.
• Pulls or reroutes payroll checks due to official transfers not recorded prior to payroll submission to data processing
• Pulls or reroutes payroll checks due to direction from Unit Heads of Administrative units (FMO, FPD).
• Pulls or reroutes payroll checks if directed by the Personnel Officer or the Deputy Commissioner of Operations.
• Deputy Chiefs return all checks to the Fiscal Office on Monday after pay week.

Deputy Chiefs Responsibilities

• Pick up checks for their division at the Fire Administration Building on payday.
• Distribute checks to Battalion Chiefs for their battalions.
• Checks cannot be pulled or rerouted without the Deputy Chief's consent and Battalion Chief awareness.
• Return any unclaimed checks to the Fiscal Officer by 0900 hours on the Monday after payday.

Battalion Chiefs Responsibilities

• Distribute checks to the companies in their battalions.
• Ensure that the Company Officer knows of any checks removed from their company.
• See that the directive is strictly adhered to by Company Officers and members in their battalion.
• Return unclaimed checks to the Deputy Chief.

Company Officers Responsibilities

• Mark off each Payroll Check number on the Payroll Register upon receipt of Payroll Checks.
• Log the number of checks and any discrepancies in the Company Officer's Journal.
• Circle payroll check numbers listed on the Payroll Register but not delivered to the company by the Battalion Chief.
• Insert in ink checks received but not listed on the Payroll Register with PR Number, Employee's Name, Payroll Code, Check Number.
  • For example:
    • PR Number 123456
    • Employee's Name Smith, John
    • Payroll Code 13 AK 01 07
    • Check Number 654321
• Issue checks to members or their authorized representatives, who sign the Payroll Register.
• Only the Company Officer or Acting Officer may issue checks.
• No check is to be issued without the member's express consent.
• Maintain all checks in a secure place until distributed or returned to the Deputy Chief.
• The Company Officer working the night tour of duty logs the number of unclaimed checks and any discrepancies in the Company Officer's Journal at 1805 hours on Friday following payday and maintains security of unclaimed checks until returned to the Battalion Chief.
• Action for Circled Payroll Check Numbers (Not Received):
  • If the member transferred to a new assignment within the prior two weeks, no action is required.
  • If the Company Officer was notified that the check was forwarded, note the communication details above the member's name.
    • For example: Received call from BC Smith, 1800 hours, Ff. Jones' check delivered to Engine 07, Lt. John Doe.
  • If "a" or "b" do not apply, notify the Deputy Chief.

Member Responsibilities

• Pick up checks by 1800 hours on Friday, or have an authorized representative do so and sign the Payroll Register.
• Members wanting to pick up checks after this period should contact the Payroll Supervisor, Fire Administration Building, for instructions.

Staff Unit Commanders

• Follow the same procedures as Company Officers with these exceptions:
  • Authorize one officer or supervisor to pick up paychecks from the Fiscal Officer.
  • For detailed or Light Active Duty members assigned to the unit, send a memo to the Fiscal Officer listing name, rank, payroll number, and assignment location.
    • The check will then be sent to the unit the member is detailed to.
    • Unit Commanders or their designee then notify the unit the member is permanently assigned to and that his/her check has been redirected.

General Information

• A copy of the Payroll Register for each unit is forwarded before the receipt of payroll checks with company rosters used for clothing maintenance checks.
• Members can verify paycheck details using the information on the Payroll Register, which also includes exemption and marital status details.

Forms

• The City of Philadelphia Payroll Register is an important form.