Off-Cycle Issuance of Payroll Payments (On-Demand Paychecks)

I. Policy purpose

To establish procedures regarding off-cycle payments to an employee who does not receive, through normal payroll processing, payment for time worked. Off-cycle or on-demand payments are payroll checks made outside of the regularly scheduled on-cycle payroll process (bi-weekly hourly, semi-monthly, monthly). Off-cycle payroll checks require manual entries for each transaction line and are limited to certain situations.

II. Requirements

A request for an off-cycle (on-demand) payroll disbursement must meet one of the following requirements:

1. Earnings that are due to an employee in a previously scheduled payroll but were not processed due to late or incomplete appointments in myURHR or incorrect records.
2. The employee submitted their hours on time, but the manager/timekeeper did not approve the hours on time.
3. The employee received less than 80% of their regular pay in their regular payroll check.
4. For additional pay, pay that is required to be paid by a contractual obligation on a date sooner than the employee’s next regular paycheck.

Off-cycle payroll requests are not intended to be used as an alternative to timely entering and approving payroll.

Off-cycle payroll checks are not to be used for correcting or retroactive adjustments. By default, corrections for a prior pay period will be included in the current pay period and reviewed in conjunction with that pay period’s entries. Retroactive adjustments will be processed in myURHR and paid in the employee’s next regular paycheck, in accordance with standard retroactive pay functionality in myURHR.

Additional pay (bonuses, incentives, allowances, relocation reimbursements, etc) should be entered into myURHR as a one-time payment (OTP) that will be processed in the employee’s next regular paycheck. Only when there is a contractual obligation that requires a payment sooner than this, an on-demand payment request can be used.

 III. Procedures

1. An Off-Cycle Request Form in myURHR is used to initiate an off-cycle payment. Once the fully completed Form is received in the Payroll Department, the Payroll staff will review to ensure that the request meets the requirement for the off-cycle request and that all fields on the Form are complete. If the request does not meet the standards, the payment will be processed in the employee’s next scheduled paycheck.
2. All corresponding time corrections or one-time payment requests must be entered and approved in myURHR prior to submitting an off-cycle request.
3. Off-cycle (on-demand) payment requests will be processed generally in accordance with the following schedule:
   1. Off-cycle request form completed in myURHR
      1. By 3:00 pm Monday – Payout date: Wednesday
      2. By 3:00 pm Wednesday – Payout date: Friday
4. Off-cycle payments are made to employees in accordance with the employee’s payment elections in myURHR. If an employee has direct deposit set-up as their payment election, an off-cycle payment will be paid via direct deposit. If an employee does not have direct deposit set-up as a payment election, the payment will be by paper check and mailed to the employee’s home address in myURHR.