New Rules Regarding Payment of Wages at Time of Separation

Payment of Wages at time of Separation (72-hour rule) - revised May 1, 2015

University of California (UC) Office of General Council (OGC) determined that the State of California's 72-hour rule is not applicable to UC. However, for represented staff, UC systemwide established a practice to support the 72-hour rule; therefore, no change can be made unilaterally even if the respective collective bargaining agreement does not speak to the 72-hour provision. 
  • An employee who is discharged, has a predetermined ending date; or give at least 72 hours' notice of intent to quit must be paid all his or her wages on the day of separation.  
  • An employee (without a written employment contract for a definite period of time) who quits without giving 72 hours prior notice must be paid all his or her wages (including earnings to date, overtime, compensatory time, and accrued vacation hours) within 72 hours of quitting.

Note: Payment shall be paid to the employee through the employee's normal election: paper check or electronic deposit. If receiving paper check, employee may request that his or her final wage payment be mailed to a designated address; otherwise, the check will be mailed to the employee's home address on the Payroll Personnel System (PPS).  The date of mailing will be considered the date of payment for purposes of the requirement to provide payment within 72 hours of the notice of quitting. 

Every Department must prominently display the official University pay dates and the time and place for employees to receive payment. The official pay dates are available at the following web address: http://www.accounting.ucr.edu/payroll/pay_cal.htm.  In order to comply, departments need to follow these payroll processing steps:

  • Use separation bundle to process the separation immediately.
  • Complete Payroll Adjustment Worksheet (UPAY644D) and report final regular hours including overtime, compensatory time, and terminal vacation hours. Download the Excel spreadsheet at: http://accounting.ucr.edu/forms.html
  • E-mail the completed Payroll Adjustment Worksheet to the appropriate Payroll office staff (http://www.accounting.ucr.edu/payroll/). If employee is on paper check, make a choice on the worksheet, the address where the paper check will be mailed to (home or alternate address).  Checks will be ready within 24-48 hours from the time we receive the completed Payroll Adjustment Worksheet.

These provisions apply to all faculty, staff and student employees.  If you have any questions, please contact the Payroll Office at ucrpayroll@ucr.edu or call (951)827-3307.

Thank you.
Gabe Nwandu
Payroll Director

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