Stanford payroll administrators can enter a Supplemental Pay Web Form (recommended) or submit a One-Time Payment Form to add additional pay to an employee’s next regular paycheck.
When regular salary or hours are missed on the previous payday, recommendation is to request an Off Cycle Check, which incurs a $35 fee to the department but is paid out quickly.
Request One-Time or Supplemental Payment
Before You Start
You need a SUNet ID and password.
- Amount to be paid
The tax rate on bonus payments is set by law at a 22 percent flat withholding rate for federal and a 10.23 percent withholding rate for California.
The employee’s withholding allowances on file are used for other types of payments. - PTA to charge for the payment
- Earn code for the payment
- Common earn codes for one-time payments are:
- BON – Bonus
- SIG – Signing bonus
- HNR – Honorarium
- SUP – Supplemental pay (faculty/teaching supplement)
- TAR – Temporary acting role
- RTS – Missed payment of salary
- RTH – Missed payment of hours
- RTO – Missed payment of overtime
For descriptions of appropriate usage of earn codes for one-time payments, refer to the Usage Codes and Prescribed Supplemental Codes documents.
- Common earn codes for one-time payments are:
- Employee Name
- Employee ID Number
- Employee Pay Group from PeopleSoft
- Employee Record # from PeopleSoft
This information is available on the Gross Pay Report. Refer to How to: Verify Employee Pay for more information.
Determine one of the following request options:
- Follow the step-by-step instructions on supplemental pay job aid on the HR Systems and Processes website.
An Expert User must fully approve and load web forms to PeopleSoft by the entry deadline for the pay period.
For specific entry deadlines for each pay period, refer to Resources: Payroll Schedules and Deadlines.
- Download and print the One-Time Payment Form
-
Payroll must receive one-time payment forms by 5 p.m. on the last day of the pay period.
- Complete all relevant fields on the one-time payment form using the information collected in Steps 1 and 2
- Submit the signed original copy of the form to Payroll
For specific entry deadlines for each pay period, refer to Resources: Payroll Schedules and Deadlines.
- The one-time payment is added to the employee’s next regular direct deposit or paycheck. Bonus payments are disbursed by a separate direct deposit or paycheck from the employee's regular pay.
