An employee’s absence in a company can result in the additional workload for his co-employees as well as the management itself. And if an employee is indeed unavailable to pick up his own paycheck during the company’s pay period, then he must inform the company by sending a representative with a paycheck pickup authorization form.
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What Is a Paycheck Pickup Authorization Form?
A paycheck pickup authorization form is a type of sample hr form which is significant for maintaining the security of an employee’s payroll check in the event that an individual is sent as the employee’s representative who will be picking up the paycheck during the company’s payday. Along with the representation of the signed authorization form, the employee’s identification card which was supplied by the company should also be submitted by the authorized representative for him to be acknowledged by the company and for his request in obtaining the paycheck will be approved.
Paycheck Pick Up Authorization Form
Standard Paycheck Pick-Up Authorization Form
Varieties of Paycheck Pickup Authorization Forms
Paycheck pickup authorization forms vary on what other contents are required to complete the form before it can be submitted to the management or the human resource department of the company. Below are some of the common varieties of pay check authorization forms that companies can consider creating and using for their employees:
1. Attendance and Paycheck Pick Up Signature Authorization Form
This variety of paycheck pickup authorization form is not intended to be used by an employee or by the employee’s representative rather, the company’s department head or supervisor along with the paycheck coordinators. The form contains six sections which are labeled with specific persons who will be completing each section with their signatures.
The first section is to be filled out by the department head who is the person requesting the pickup authorization. The name of the department and the identification numbers of the employees will be stated in the first section. The second section is allotted for the approving official of the payroll department who is responsible for providing regular payroll certification forms. Then, the third section is where the attendance coordinators will be affixing their signatures to indicate their approval for the request.
The paycheck coordinators will then have to sign on the fourth section while the fifth section is allotted to be completed by the highest official of the company such as the vice president or the management’s president associate. The last section of the form is not to be signed by any party since this is where the roles and the responsibilities of every involved party are highlighted ranging from the obligations of the approving official up to the roles of each coordinator. you may also see Check Authorization Form Samples.
Attendance and Paycheck Pick Up Signature Authorization Form
2. Employee Check Pay Day Pick-Up Authorization Form
This is the simplest variety of paycheck pickup authorization form. This form only requires the user to provide his general information such as his legal name and social security authorization form number along with the identification of the authorizing employee.
The employee’s signature will serve as the certification for the authorization form along with the date of when the document was completed by the employee. Additionally, the payroll coordinator who released the employee’s paycheck must also sign and date the form to indicate when the paycheck was provided to the employee’s authorized representative.
Employee Check Pay Day Pick-Up Authorization Form
3. Payroll Check Hold for Pick-Up Authorization Form
If an employee wants the company to hold his payroll checks due to his absence in the period of paycheck releases, then he needs to complete a payroll check hold pick-up authorization form. This variety of paycheck pickup authorization form only requires the employee to provide his name and his signature along with the date of when he submitted the form to the company.
Payroll Check Hold for Pick-Up Authorization Form
How to Create a Basic Paycheck Pickup Authorization Form
A basic paycheck pickup authorization form can be created easily by following the steps below:
1. Name the Form and Add a Date Area
The title of the form must be stated at the topmost part of the blank document or sheet along with the name of the company and a few details about the company’s contact information. Then, a date area should be included as well which is for determining the date of when the employee used the form for him to authorize his representative.
2. Incorporate a Statement to Identify the Authorized Representative and the Employee
One of the most common statement form used for paycheck pickup authorization form is “I (employee’s name) allow (representative’s name) to pick-up my paycheck on (date of pickup).” With this statement, the employee is certifying that he is permitting his representative to obtain his paycheck during a specific day or during the company’s payday.
3. Add a Signature Block
The signature block should also have an accompanying date area. For this section, the employee must affix his signature and state the date of when he signed the form in order to complete the document.
4. Enlist Required Proof or Documents
Most of the documents which are required by companies to be presented by the authorized representative are the ID card of the employee, a legal identification verification of the representative, and other forms which can be served as a proof for the claim of the representative when picking up the check.
5. Include an Approval Section
This is the last section of the approval form which will be used by the company administration or the human resource personnel who will be executing the request of the employee’s authorized representative. The executing personnel must sign and date the form, and document the completed document with other associated forms in the company.
The aforementioned steps will only create a basic yet functional paycheck pickup authorization form for the company. However, incorporating other sections which can be used for the authorization procedure and strategies of a company, then the creator of the form should first plan out the layout and the form’s arrangement in order to maintain an organized document. you may also see Sample Service Contract Approval Forms.
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Benefits of Using Paycheck Pickup Authorization Forms
Using paycheck pickup authorization forms provide benefits to the company and the parties who are filling it out as well. Enlisted below are the known benefits of using this type of hr form:
1. Aids in the Pickup Procedure
The information which is stated in the paycheck pickup authorization form will allow the company to conduct the pickup procedure or retrieval of the paycheck with an ease since the form contains an employee information area. Other than the name of the employee, the employee’s job position and identification number can also be disclosed in the form depending on what the company needs.
2. Maintains Security
Knowing who the authorized representative of the employee is important for any type of transaction to ensure that the company will be approving and distributing the employee’s paycheck to an actual permitted individual. Moreover, with the signed paycheck pickup authorization form, the company can highlight the varieties of data, general information, and documentation required to be supplied by the representative for him to be able to acquire the employee’s paycheck.
3. A Functional Tool for the Company’s Documentation Efficiency
Regardless if the authorization form is not for picking up the paycheck, the company must ensure that any financial transaction is documented especially by the payroll department. This is the reason why it is significant that after the transaction is completed, a duplicate of the authorization form must be kept by the company with the signature of the executing personnel of either the department of the company’s payroll services or the human resource administration.
The benefits that a company obtains when using paycheck pickup authorization request forms are not limited to the aforementioned statements since there are still tons of other advantages which can be acquired by varying companies. Nevertheless, the employee who is the user of the form must also be aware of the notice period or length of notice form that he needs to observe before he sends his representative to the company’s office to get his paycheck.
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