This policy sets forth the requirements for Unclaimed Paychecks and Stale-Dated Paychecks.

This policy applies to all faculty, staff, and students.

Paychecks must be delivered in a timely manner and cashed upon receipt. Paychecks are delivered to Mail Services and placed in undergraduate campus mailboxes, department mailboxes, or mailed to faculty/staff’s home address. Undeliverable checks must be returned to the Payroll Office. Paychecks dated more than 180 days prior are Stale-Dated and cannot be presented for payment.

Paychecks not cashed by the payee for a period of one (1) year or more are considered Unclaimed and must be remitted to the State of Rhode Island in accordance with the State of Rhode Island Abandoned and Unclaimed Property Law (i.e., Escheatment).

All individuals to whom this policy applies are responsible for becoming familiar with and following this policy. University supervisors and employees with student oversight duties are responsible for promoting the understanding of this policy and for taking appropriate steps to help ensure and enforce compliance with it.

HR Business Partners and Faculty/Staff Employees: Responsible for ensuring their home address and work location are accurate in Workday in the event paychecks are mailed.

Employees/Students: Responsible for claiming and cashing paychecks in a timely manner (i.e., before they become Stale-Dated). If a paycheck has been remitted to the State of Rhode Island, they are responsible for contacting the state for return of the money.

Payroll Office: Responsible for remitting Unclaimed Paycheck amounts to the State of Rhode Island in accordance with state law.

Failure to comply with this and related policies is subject to disciplinary action, up to and including suspension without pay, or termination of employment or association with the University, in accordance with applicable (e.g., staff, faculty, student) disciplinary procedures.

Brown University is a community in which individuals are encouraged to share concerns with University leadership. Additionally, Brown’s Anonymous Reporting Hotline allows anonymous and confidential reporting on matters of concern online or by phone, 877-318-9184.

The following information complements and supplements this document. The information is intended to help explain this policy and is not an all-inclusive list of policies, procedures, laws and requirements.