2417 Off-Cycle Issuance of Payroll Payments

Document purpose

To establish policy regarding payments to an employee who does not receive, through normal payroll processing, payment for time worked.

effective

July 2019

revised

May 2021

Reviewed

May 2021

Responsible Office

Comptroller

Approval

Comptroller

Policy

  1. The processing of an off-cycle payment is for emergency purposes only and should only be submitted if the employee receives less than 75% of their regular pay. 

  2. Departments are required to submit the Pay Adjustment Form to request an off-cycle payment.  All payment requests should be submitted to HCM Solution Center, which will forward the request to the Payroll Department for processing. Once the fully completed Pay Adjustment Form is received in the Payroll Department, the Payroll staff will review to ensure that the request meets the requirement for the on-demand payment request If the request doesn’t meet the standards, the payment will be process in the next scheduled payroll. 

  3. All off-cycle requests must be received by 5:00 EST on Thursday. This includes corresponding Workday transaction, which must be completed before an off-cycle can be completed.  Payroll will review to ensure that the request meets the requirement for the off-cycle payment request.  If the request doesn’t meet the standards, the payment will be process in the next scheduled payroll.

  4. Off-cycle requests are not intended to be used as an alternative to submitting payroll. There should never be more than one off-cycle request given in a month, and an employee should never receive more than one off-cycle payment in a fiscal year.

  5. Once approved, the Payroll Department will process the off-cycle payment request at the end of the work week.  The pay information will be available in Workday under “Recent Pay Slips” the day payment is made.  

  6. Please note that all off-cycle payments made to employees will be direct deposited to either the employee’s personal bank account(s) or to an ADP pay card.