Business and Financial Policies and Procedures
 

Make a One-Time Payment for a Temporary Employee

Before You Begin

One-time payments are typically used for temporary employees who are not on the University Payroll and Benefits (UPB) and who have rendered service only once during the calendar year for not more than 30 days.

Every employee hired after November 6, 1986 must complete Form I-9, Employment Eligibility Verification, to verify employment eligibility and identity according to immigration law.

Begin

To make a one-time payment for a temporary employee:

  1. Go to the Form I-9 website to access the Electronic I-9 (Tracker) system.
  2. Determine if they are eligible to work in the United States.
  3. Have the eligible employee complete and sign Form W-4 Employee’s Withholding Allowance Certificate. Forward the form to UPB.
If the Form W-4 is not received by UPB, the payment is subject to Single withholding, with no allowances.
  1. Complete all the required information in Banner form PEA1PAY. Banner workflow sends the form to your unit Approver. The workflow then routes it to the campus Office of Human Resources. When approved, it goes to UPB for payment.
At year end, Form W-2 will be sent to the employee's address recorded on the PEA1PAY form.


Forms Used in this Procedure

Form W-4 Employee’s Withholding Allowance Certificate
Form IL-W-4 Employee’s Withholding Allowance Certificate

Additional Resources

One-Time Pay
Electronic I-9 (Tracker) at the Form I-9 website

 

Last Updated: July 13, 2011 | Approved: Senior Associate Vice President for Business and Finance - March 2010