What Is a Payroll Verification Form? [ Definition, Importance, Samples ]

Salary, legislation, as well as legal forms, are some of the matters which should be handled by the payroll department of a company. A company’s payroll department must assure that the state’s laws were being mandated and followed whenever managing the company’s finances, especially when distributing the salary of the employees. With this, problems often arise due to missed entries of data and erroneous information which demands the use of a specific process of verification known as a payroll verification procedure.

Payroll Verification Form Sample

What Is a Payroll Verification?

Payroll verification is the process of validating the information and the inquiries in a payroll with regards to the salary and the details of the employees. This process will demand the use of a payroll verification form which will highlight the needs of the user. The form may contain the name of the person who needs the verification, as well as the basic data which will be verified. The length or the duration of the verification process will highly depend on the organization and the company who will be responsible for conducting and ensuring the request of the user.

Campus Employee Payroll Verification Form

What’s In a Payroll Verification Form?

A payroll verification form is an essential document for obtaining an efficient verification process. The form will act as a sort of information form as it centers on what needs to be validated by the payroll department. Mostly, it will have three areas which are designated for varying people or authorities. The first area will be designated for the employee of the company which will have his general information that includes his name and his identification number. The second area is intended for the payroll department or the company representative who will verify the data while the last area is for the signatures of all the involved parties. By signing the form, the parties are implying that they agreed on what has been stated on the document, as well as the results which are the outcome of the verification process.

Monthly Payroll Verification Form

When to Use a Payroll Verification Form?

There are specific instances when a payroll verification form will be of great use and these are as follows:

• Updating a change of information. Some jobs and salary rates will vary on the address of an employee or the particular location where the employee will be assigned. This is the reason why a change of address will affect the salary rate and the employee allowance. With this, the employee must submit a completed address form to state his intention and to clarify the changes as well as to check if the changes have already been updated in the company’s database.

• Checking if a name is validated. Aside from address changes, an employee name change will also be essential to be verified with this form in the payroll department due to the fact that the names listed on the payroll will be the individuals who will be receiving the salary. If a name is not corrected, validated, and properly listed in the payroll records of a company, the probability of the employee to not receive his appropriate salary amount will be high. With this, being vigilant and responsible will be practiced by the employer, the finance and payroll department, as well as the employee in a company to avoid conflicts and issues with regards to finances and record keeping.

• Choosing a qualifier. This refers to the job application which will be conducted by the employers in a company. The previous salary rates, as well as the payslip amount claims of an employee, will be cleared out with this verification form. This can also happen within the company where the employee will apply for a promotion and his payroll forms will be checked for further reference.

Payroll Authorization Verification Form

How Important Is a Payroll Verification Form?

The importance of having and using a payroll verification is due to the need of any individual, either a current or a previous employer, to check and validate his general information. The form can also be used for attaining a greater understanding of whether possible changes have been incorporated to update the records of the company. Without the form, the company and the user who will require a verification will not have an easy moving process as the form will be the basis or the structured ground of how the verification will be done.

Payroll Employee Change Verification Form

Steps In Filling out the Payroll Verification Form

Any verification form will be easy to fill out if the user is knowledgeable about what he is doing and the intention of his actions. Below are the steps of filling out and completing a payroll verification form:

Step 1: Key in your information. This should include your basic information which would be your name, age, contact information, and residential address. The significance of having this information is to track the specific employee whose information will be printed out for the sake of the process.

Payroll Information Verification Form

Step 2: State matters about your employment. If the intention of filling and submitting a payroll employment verification request form is to supply data for your current employer, then you will have to state your employment history which will involve your previous job position, the number of hours or years that you have been in that position, as well as your job description.

Step 3: Write down your salary. When writing your salary rate, you must be honest and exact with what you are claiming to avoid any conflict when the verification process will take place. You may also state what you have agreed together with your employer and what you have signed in the employment contract during the job application process that you were hired. The salary and the net pay is valuable since some companies will base in these numbers and amounts on the range of what they will consider paying for your job.

Payroll Records Verification Form

Step 4:  Sign the acknowledgment. This acknowledgment will signify that you truly and thereby have stated a fact in your statements. There are also some payroll verification forms which will have an area for a confidentiality agreement which will indicate that all the data in which you have filled out in form will only be used for purpose of identifying your qualifications and meeting the inquiries that need some answers. It is vital that any user must look for and inspect the confidentiality agreement to omit from agreeing on terms which are beyond the needs of the document.

Payroll Verification Affidavit Form

Step 5: Review the form. Assure that you have fully filled out the verification form and that there are no blank areas in the document. The most probable effect of leaving an area blank is the delay of the verification process due to the reason that all the required fields are used for a successful process. Therefore, you must do a double-check with all the areas and sections including those which have your signatures. You should also make sure that your signature is valid as this section may also be placed into a signature verification by the company for security purposes that they will be discriminating crucial data to trusted people and with the full authorization of the owner.

Step 6: Submit the form. You must assure that you are submitting the form to the right and to an authorized person in order for the verification process to take place. Other documents which will be your identification cards from the company and your social security card may be required for providing an ample proof of identity.

Payroll Verification Audit Re-open Form

What Happens After the Submission of the Form?

After the form will be submitted to the authorized payroll verifier, the verification process will begin. This will require the authorized verification personnel to check the employee information written on the form if there are any matches in their database. The verifying personnel will then input all the necessary data of the employee which includes the dates of when he was employed, his hourly payments, the bonuses, as well as the benefits which were granted to him for the duration of his employment. Some employers also include an enclosed employee schedule form in order to let the new employer know how many hours the employee has worked and his payments for the working hours. The number of his lates and absences will also be stated which will be standard and basis of what the new employer will expect and to determine if an employee is worthy of a raise in his salary or not. After verifying, the verifying personnel will affix his signature on the form and the date when the process was completed. The form will either be handed over to the employee to allow a review or will be directly sent to the person who demanded the verification as part of the employment process.

Payroll Verification Request Form

Overall, a verification form, regardless of its specification and field, is an important document for clearing errors and claims. By indicating and writing the right data, a user will be able to acquire rightful verification and evaluation of all his information. A verification process may also be done in the exact moment when a job applicant will present his curriculum vitae and his resume cover letter to obtain a better range of verified information and to avoid dealing with fraud claims and erroneous details.