Chapter 3 – Personnel, Training, and Employee Relations

31155.6.1 Designation of Staff to Distribute and/or Handle Payroll Warrants

• Per SAMState Administrative Manual 8580.1, State agencies will observe the following separation of duties in designating persons who can certify or process personnel documents to SCOState Controller’s Office, Division of Personnel and Payroll Services. Persons designated by agencies to receive salary warrants from SCOState Controller’s Office, or to distribute salary warrants to employees, or to handle salary warrants for any other purpose will not be authorized to process or sign any of the following personnel documents:

  • STDStandard Form (DGS) Form 603, Absences Without Pay Report.

  • STDStandard Form (DGS) Form 634, Absence and Additional Time Worked Report.

  • STDStandard Form (DGS) Form 666, Payroll Exceptions Report.

  • STDStandard Form (DGS) Form 672, Time and Attendance Report.

  • STDStandard Form (DGS) Form 674, Payroll Adjustment Notice.

  • STDStandard Form (DGS) Form 680A, Personnel Action Request.

• Additional forms that shall not be processed or signed by persons designated to distribute or handle payroll warrants are:

  • CDCRCalifornia Department of Corrections and Rehabilitation Form 998-A, Employee’s Record of Attendance.

  • STDStandard Form (DGS) Form 671, Miscellaneous Payroll/Leave Actions.

  • State Controller’s CD Form 113-B, Proof of Lost or Destroyed Payroll Warrant and Request for Issuance of Duplicate Warrant.

• As outlined in Accounting Standards Board (ASBOffices identified as: ASB Bakersfield, ASB Corcoran, ASB El Centro, ASB Paso Robles, ASB Rancho Cucamonga, ASB Sacramento, ASB Stockton) 1991-6, and in SAMState Administrative Manual 8080 for the purposes of separation of duties and adequate internal control, payroll warrants shall not be disbursed by the person who authorized the disbursement, nor by the person who prepared the warrant.