Chapter 3 – Personnel, Training, and Employee Relations

33010.29 Hardship Salary Advances

• In accordance with provisions of the SAMState Administrative Manual 8595, a hardship salary advance may be issued to an employee before the employee’s regular monthly, bimonthly, or intermittent payday. The hardship salary advance shall be based on the net amount of the employee’s regular base salary and shall only be for serious, unforeseeable hardship.

• It is the policy of the Department that all employees receive a paycheck each payday. For all permanent employees, except intermittent or hourly employees, this is the last working day of each pay period. For intermittent, hourly, or temporary employees, this is no later than the fifteenth calendar day of the month providing the attendance documents are received in the Personnel Office timely.

• A request for hardship salary advance is not an automatic option nor is it intended to be a simple loan made available to the employee. The Department cannot legally loan employees’ money to cope with the economic difficulties or temporary inconveniences that occasionally fall upon every individual. A hardship salary advance cannot be a substitute for adequate personal financial management.

• The circumstances during which a request for a hardship salary advance is made shall have the following characteristics:

  • The situation or event was such that it caused an immediate emergency or economic hardship on the employee or those economically dependent upon the employee.

  • The situation or event was such that the employee could not have reasonably planned or prepared for it in advance.

  • The employee has exhausted all conventional means of obtaining necessary funds elsewhere (savings, credit union, bank, etc.). A hardship salary advance shall only be the last resort.

  • A description of the situation or event that warranted the request for a hardship salary advance is clearly provided with adequate supporting documentation.

  • The amount of the request is clearly documented and does not exceed the net salary earned to date by the employee. The amount allowable for a hardship salary advance shall be based on the employee’s net regular base salary, excluding overtime, physical fitness, bilingual, recruitment, and retention pay, etc. The maximum amount available shall be the regular wages earned to date during the calendar month of request.

  • A hardship salary advance has not been requested for the prior 12-month period. Hardship salary advances shall be limited to one for any 12-month period.

• Acceptable Reasons

  • The following is a listing of some of the acceptable reasons for applying for a hardship salary advance:

    • Acts of vandalism that have caused significant damage to vehicle or residence that require immediate repair.

    • Emergency home repairs due to unforeseeable events such as fire, flooding, storm damage, theft, or vandalism.

    • Emergency medical expenses due to serious injury or prolonged illness.

    • Death in the immediate family.

• Unacceptable Reasons

  • The following is a listing of examples of unacceptable reasons for hardship salary advances:

    • Moving expenses.

    • School expenses.

    • Vacation expenses.

    • Being away from the office on payday.

    • Routine vehicle maintenance or vehicle repair as a result of normal usage.

    • Automobile loan or lease payments.

    • Monthly rent or mortgage payment.

    • Other items that the employee should have planned and/or budgeted for since they are recurring, predictable expenses.

• The above lists are not meant to be exhaustive, but rather examples. Good judgment shall be used in requesting and in approving hardship salary advances.