Off Cycle Payroll Payments

Updated: 07/12/2024

Purpose

To pay employees who did not receive their regular paycheck due to incomplete records and/or appointments.

Policy

An off cycle payment may be requested for earnings that were due to be paid on a prior scheduled payroll run but were not processed due to incomplete records and/or appointments. Off cycle payments can be requested for monthly employees for the following reasons:

• A monthly employee's appointment was not submitted and/or approved before the scheduled monthly payroll run.
• Retro payments for monthly employees owed earnings from prior pay periods.

Off Cycle Payments will not be issued for:

• Vacation Payout
• Moving Expense Reimbursements
• Overtime
• Longevity
• Additional Pay (Awards, Bonuses, Supplements)
• Student FICA Refunds
• CDA Reimbursements

All of the above will be processed on the next available regularly scheduled payroll for the employee.

If a financial hardship exists and the employee is in dire need, a written exception may be requested. Requests must be approved by the Vice President of Business Affairs or their designee.

Off cycle payments will also be generated for corrections, if an error occurred in back-office processing. No off cycle request needed.

Procedures

Off Cycle Payrolls will be processed by Payroll Services once a month on the second Friday and paid based on the employee's regular payment method election. Payroll Services will take requests until 10:00 am Wednesday of the processing week. Any requests received after the deadline will be processed and paid on the next available on-cycle scheduled payroll.

Effective August 1, 2024 benefit deductions will only be taken with the monthly payrolls. Off cycle payments will be processed without benefit elections. Employees may see double deductions on their next regular payroll check.

To Request an Off Cycle Payroll Payment:

Ensure the employee has an active assignment (job data) and a completed HR record for the requested pay period. Off-cycle payments cannot be processed if the employee does not have an active assignment in the HR system.

Off Cycle payments should be requested by the department and approved by the authorized signer on the cost center/project ID.

• Department may request an off cycle payment by completing the Off-Cycle Request Form.
• The Off Cycle request form should be filled out completely including the correct employee ID, employee record, position number, pay period to be paid, project or cost center approver, and the gross pay amount. A reason must be selected and a description entered to justify.

Applicability

All University employees in a monthly pay group.

Responsible Party

Assistant Vice President Business Affairs