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
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.
Gather Employee Information
- Employee name
- Employee ID number
- Employee Pay Group from PeopleSoft
- Employee Record # from PeopleSoft
Gather Payment Information
- 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
Log in to Stanford Axess Website
- Go to axess.stanford.edu
- Select Login
- Enter your SUNet ID and password
Submit Request Form for Off-Cycle Payment
- Complete the applicable form
Webforms must be fully approved by 8:00 a.m. on the date listed in the Check Needed field.
- Refer to Off-Cycle Check Webform Job Aid for more information.
- Complete the applicable form
Webforms must be fully approved by 8:00 a.m. on the date listed in the Check Needed field.
- For Grad Students and Postdoctoral Scholars
- Refer to GFS Off-Cycle Check Webform Job Aid for more information.
- Complete the applicable form
Webforms must be fully approved by 8:00 a.m. on the date listed in the Check Needed field.
- Request a copy of the SSP form by submitting a Support Request to Payroll
- Download and print the One-Time Payment Form
- 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
Submit Signed Forms to Payroll
- Submit signed original forms to Payroll by submitting a Support Request
- 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.