Stanford payroll 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

 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 [link to Drupal Dummy page #1117] 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
      • GFS – Graduate salary
      • SAL – Postdoctoral salary
         
  1. Go to axess.stanford.edu
  2. Select Login
  3. Enter your SUNet ID and password
For Employees
  1. Complete the applicable form

    Webforms must be fully approved by 8:00 a.m. on the date listed in the Check Needed field.

  2. Refer to Off-Cycle Check Webform Job Aid for more information.
For Graduate Students and Postdoctoral Scholars
  1. Complete the applicable form

    Webforms must be fully approved by 8:00 a.m. on the date listed in the Check Needed field.

  2. For Grad Students and Postdoctoral Scholars
  3. Refer to GFS Off-Cycle Check Webform Job Aid for more information.
If Webform Unavailable
  1. Complete the applicable form

    Webforms must be fully approved by 8:00 a.m. on the date listed in the Check Needed field.

  2. Request a copy of the SSP form by submitting a Support Request to Payroll
  3. Download and print the One-Time Payment Form
  4. Using information gathered in Steps 1 and 2, complete all relevant fields in the upper section of the SSP Form and on the One-Time Payment Form
     
  1. Submit signed original forms to Payroll by submitting a Support Request
What Happens Next?
  • 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.

Questions?

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