Check Address Form

Columbia Addresses Overview

The PeopleSoft application requires three addresses for every employee that receives pay. The three addresses are Home, Office, and Check. Additionally, for non-resident aliens, a local Mailing address is also required. Please refer to the chart below for further clarification of the different address types.

Please remember to put your new Check Sequence Code on every Columbia hiring form that you submit, including:

• The Personnel Action Form (PAF)
• Nomination Form
• Casual Employment Form; and
• Work-Study Form.

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Check Address Overview

Why do we have a Check Address?

• The majority of Columbia University employees are on direct deposit. Those that are also monthly employees no longer receive a print direct deposit advice as they can now view it online. Note: As of October 4^th, 2004, every Columbia employee can view their pay statements on the web.
• With each passing month, more employees are electing to use direct deposit so there are fewer employees receiving print paychecks or print direct deposit advices. However, for those people who do receive a print paycheck/direct deposit advice there needs to be a system to distribute the paper to them.

Where do we send the paper paycheck/direct deposit advice?

• In the interest of security and accountability, we do not send the paper paycheck/direct deposit advice to the employees Office Address.
• Instead, we use a Check Address that is assigned to a department rather than to an individual employee. Most employees in the same department will have the same Check Address.

Who is responsible for receiving the paper paycheck/direct deposit advice?

• Each department authorizes a person in the department, usually the departmental administrator, to receive and/or distribute checks/direct deposit advices to employees.
• Additionally, the authorized departmental representative is the primary contact for the HRPC and Payroll departments in case of a missing check/direct deposit advice or a reversal/reissue.

The Check Address is not:

• The Check Address is not the employee’s work location that is the Office Address.
• A Check Address is not uniquely assigned to an individual employee; it is uniquely assigned to a department. Many employees in the same department will have the same Check Address.

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The Parts of a Check Address

A Check Address consists of three components that combine to create a unique ID.

1. Check Sequence Group

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The Check Sequence Group is a four digit code that identifies the campus location. This field is used to pre-sort the checks before delivering them to the central mail room.

Example: AAAA = Morningside Campus.

2. Check Sequence Code

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The Check Sequence Code is a five digit code that identifies a department and its unique delivery locations. The first three digits identify the department and the last two digits identify the unique check address for the department.

Example: 01201 = 012 (HR Department number) + 01 (unique address location).

3. Delivery Location

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The Delivery Location is defined by six fields: Address1, Address2, Address3, City, State, Postal.

Address1: Enter the department and the person responsible for receiving and/or distributing the checks for that department. Use the format, "Department c/o Name."

Example: Dept. Medicine c/o J. Smith.

Address2: Depending on whether or not you have a Mail Code and/or the central mail room delivers to your building, this field will be completed as follows:

• Building Name: Used if campus mail delivers to your location.
• Street Address, Floor or Room Number: Used if your department is in a non-Columbia owned building or if campus mail does not deliver to your location.

Address3: Depending on whether or not you have a Mail Code and/or the central mail room delivers to your building, this field will be completed as follows:

• Mail Code: Used if one is assigned to your location.
• Campus Name: Used only if you do not have a Mail Code.
• Left Blank: If campus mail does not deliver to your location.

City: Used only if campus mail does not deliver to your location.

State: Used only if campus mail does not deliver to your location.

Postal: Used only if campus mail does not deliver to your location.

Examples

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The examples below illustrate the different types of possible Delivery Location configurations.

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Clock Numbers

The PeopleSoft system does not use clock numbers to identify groups or types of employees in a department for check distribution (e.g. work study students, casuals). In most cases, those who receive a print paycheck/direct deposit advice will be assigned the same check sequence number as their DA, which is where it will be delivered. This provides better security and accountability.

To understand how the information contained in the old Clock # has been integrated into the new Check Sequence Code, please refer to the charts below:

New Check Address Format Without Clock Numbers

Example

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Check Address Changes

There are three types of check address modifications that can be requested:

1. Move an Employee to a Different Check Address

You will move an employee to a different check address where the employee makes a position change that results in her job record being administered by a different departmental administrator.

• The new departmental administrator generates an Active PAF from Manager Self Service, uses the transfer PAF when it arrives from the employee’s former department or completes the Casual or Work Study Hiring forms.
• In the Check Sequence Code field, write/type in the appropriate existing code.
• Send the hiring form to the HRPC, they will make the change to the employee’s record in the PeopleSoft application.
• You can verify when the change has been made by viewing online on a turnaround PAF.

2. Update an Existing Check Address

If the DA or person distributing the checks leaves the department or moves her physical location, you will need to request that the Check Address be updated. This will affect all employees using that Check Sequence Code.

• To update an existing Check Address, navigate to the Payroll Section of the Finance Website and click on Forms.  Select Payroll/HRPC forms to locate and complete the Check Address Form. 

3. Request a New Check Address (very rare)

In the case of a new building or department, you can request that a new Check Address be created.

• Go to the Portal or the TIG and complete the Check Address Form.

View Employee Check Addresses in Manager Self Service

We have enhanced Manager Self Service to provide a new page for you to view the full check address information for each of your employees. The link to the new page is just below the Addresses link on the Employee Information page.

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