Stanford HR administrators can submit requests to pay employees or graduate students before the next regularly scheduled payday using the applicable form(s):
- Off-Cycle Check webform--for example, missing regular salary or hours for an employee for a previous pay period or, within policy, a payroll advance
- Graduate Financial Support (GFS) Off-Cycle Check webform--missing a GFS assistantship salary payment for a graduate student or postdoctoral scholar
- Special Salary Processing (SSP) plus One-Time Payment paper forms--used in combination when webforms are not available
Request Off-Cycle Payments
Before You Start
You will need employee and payment information from PeopleSoft and a SUNet ID and password.
Note: There is a $35 charge for each off-cycle payment requested.
- Employee name
- Employee ID number
- Employee Pay Group from PeopleSoft
- Employee Record # from PeopleSoft
- Amount to be paid
- PTA to charge for the payment
- PTA to charge for $35 off-cycle check fee
The $35 fee must be charged to an unrestricted account.
- Earn code for the payment
- Common earn codes for Employee Off-Cycle Checks are
- RTS – Missed payment of salary
- RTH – Missed payment of hours
- RTO – Missed payment of overtime
- RTD – Hourly increase
- ADE – Emergency pay advance
- Common earn codes for GFS Off-Cycle Checks are
- RTS – Missed payment of salary
- GFS – Graduate salary
- SAL – Postdoctoral salary
- Common earn codes for Employee Off-Cycle Checks are
- Complete the STF Off-Cycle Check form in Axess
- For detailed instructions, refer to the Off-Cycle Check Webform Job Aid.
Webforms must be fully approved by 8:00 a.m. on the date listed in the Check Needed field.
If the STF Off-Cycle Check form is unavailable:
a. Download and print the One-Time Payment Form
b. Complete the form using information gathered in Steps 1 and 2
c. Submit the form to Payroll as an attachment to a Assist with Payroll support request form
- Complete the STF GFS Webform in Axess
- For detailed instructions, refer to the GFS Off-Cycle Check Webform Job Aid.
Webforms must be fully approved by 8:00 a.m. on the date listed in the Check Needed field.
If the STF GFS Webform is unavailable:
a. Request a copy of the Special Salary Processing (SSP form) by submitting a Assist with Payroll support request form
b. Download and print the One-Time Payment Form
c. Complete all relevant fields in the upper section of the SSP Form and on the One-Time Payment Form using information gathered in Steps 1 and 2
d. Submit both forms to Payroll as attachments to a Assist with Payroll support request form
- For payees with an active direct deposit account, the off-cycle payment is processed as a direct deposit and posted to the payee’s bank account(s) by 5:00 p.m. on the Check Needed date.
- For payees who do not have an active direct deposit account or for webforms approved after 8:00 a.m. on the Check Needed date, a check is issued and mailed to the address on file.
- Payroll administrators can verify that the transaction was processed by checking the Gross Pay Panel in PeopleSoft.
- Payroll reserves the right to delay processing of non-urgent off-cycle checks on payroll lockout day and payday.
