An employee may require a payment outside of the regular payroll cycle as the result of:
- Retroactive absence or time card adjustments
- Retroactive salary or FTE adjustments
- Additional pay, per the Individual Compensation Plan (ICP), or a pay advance
After completing and fully approving the applicable transaction (for example, a time card correction, salary update, or additional pay entry), HR must initiate the Off‑Cycle Check Request Journey to notify Payroll that an off‑cycle payment is required. In absence of an Off-Cycle Check Request Journey, the additional pay due will be included in the employee’s next regular paycheck.
Retroactive adjustments to payments to graduate research and teaching assistants and to postdocs which are managed through the Graduate Financial Support (GFS) System are not automatically calculated when the corresponding transaction is submitted. Learn more in the How To: Request a Retroactive GFS Salary Payment.
Request an Off-Cycle Payment
Before You Start
You will need a SUNet ID and password to log in to Sequoia.
After completing the underlying transaction that requires an off‑cycle payment is completed, HR initiates the Off‑Cycle Check Request Journey.
- Go to Sequoia
- Select Sign in with SUNet ID
- Enter SUNet ID and password, if prompted
- Select the My Client Groups tab
- Select the Journeys tile
Select Explore
If you previously started or completed a Journey, you may see a tile for that Journey. Proceed with the steps below to initiate a new Journey.
- Remove the Personal filter, if present, by selecting the X
- Select the Off-Cycle Check Request Journey
- Select Start Journey from the Actions menu and enter the required information to request the Off-Cycle Check
HR provides the Check Needed Date, which tells Payroll when the off‑cycle check should be generated.
A cutoff date and time applies for each off‑cycle run. Requests must be submitted by 8am each business day in order for the payment to be made that day. Once all required information is entered, HR selects Done, and the Journey is routed to Payroll. Off-Cycle Check Request Journeys do not route through Workflow for approval. The Workflow approval from the underlying transaction from the Time Card, Absence, Job Assignment or ICP is the only approval required.
HR may also add additional comments in the free‑text field to support Payroll review. Comments are recommended if multiple transaction types are to be included in the Off-Cycle Check (e.g., a retroactive salary increase and a bonus).
Off‑Cycle Checks Are Generated and Journeys Are Closed
Once the off‑cycle payment has been generated and distributed, Payroll closes the applicable Off‑Cycle Check Request Journeys.
For more guidance on the retro pay process, refer to How To: Retroactively Enter Time and Absence Corrections and retroactive time card adjustments.
Learn more in Topic Overview: Paycheck Administration.