Off Cycle Checks
Purpose
To pay employees who did not receive their regular paycheck on a prior scheduled payroll run due to incomplete records and/or appointments. Off cycle payroll check processing is an exception and is not intended to be used as an alternative to submitting accurate employee in a timely manner.
Overview
An off cycle payroll check is a payroll check without benefit deductions that is processed between regular scheduled paydays on an exception basis due to missing or incorrect pay on the previous regular scheduled payday. The checks will have taxes, retirement, and/or garnishments deducted accordingly.
Departments must ensure that they comply with payroll processing deadlines for the approval of job and positional hiring, position and pay rate changes, and time and labor data entry to reduce the need for requesting off cycle payroll checks.
Off cycle payroll check requests are tracked, and the appropriate supervisory personnel are notified of recurring off cycle payroll checks in a department due to late submissions.
Policy
Off Cycle checks 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 checks 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.
- Retroactive payments for monthly employees owed earnings from prior pay periods.
Off Cycle Payments will not be issued for:
- Vacation Payout
- Moving Expense Reimbursements
- Overtime Payouts
- Longevity and Hazardous Duty Pay
- Additional Pay (Awards, Bonuses, Supplements)
- FICA Refunds
- CDA Reimbursements
- Late Timesheets
All of the above will be processed on the next available regularly scheduled payroll for the employee.
Procedures
Effective June 1, 2020 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:
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 checks should be requested by the department and approved by the authorized signer on the cost center/project ID.
- Department may request an off cycle check by completing the IAP.
- The Off Cycle IAP should be filled out completely including the correct Employee ID, 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 request.
Applicability
All Ãå±±ÂÖ¼é employees.
Responsible Party
Assistant VP Business Affairs, Budget and Personnel Svcs
Last Updated: November 19, 2020