Payroll

Policy

FIACCT 11-19_00 Payroll – Payroll Warrant Requests – Off-Cycle Check Requests

Effective: April 5, 2004
Revised: March 8, 2017
Reviewed: March 10, 2017

Purpose

To describe policies and procedures regarding requests for off-cycle payroll warrants (checks). The off- cycle payroll process is used to alleviate the financial hardship an employee experiences when a mistake in the regular payroll process causes a significant error in the employee’s paycheck.


Background

When a mistake causes material underpayment to an employee, which means the employee did not receive his/her normal net pay in the regular payroll process, a payroll warrant (check) can be generated before the next regular payday. These “off-cycle” payments can be generated anytime during the week following the payday in which the error occurred. They cannot be generated anytime during the week regular payroll is processed.


Policy

A. DAS Division of Finance will process requests for off-cycle checks only during the week of time entry. Requests received during the week of payday will not be processed until the Monday following payday. During the time entry week, forms received before 11:00 a.m. are processed the same day they are received; however, forms received after 11:00 a.m. are processed the next day. No off-cycle checks are processed during the week of payday.

B. Off-cycle checks may be issued to correct mistakes when one or more of the following conditions are
met:
• An employee is not paid at all on a regular payday.
• The employee’s net pay is significantly less than what it should have been and a payment delay would cause a financial hardship.
• The regular paycheck included material errors that are easier to correct by canceling the regular check and replacing it with an off-cycle check.

C. Off-cycle checks will not be issued when:
• The payment is in addition to the normal pay the employee received (Examples include bonuses, changes in hourly rate, overtime, etc.). The additional pay should be included with the next regular pay check.
• The amount of the error is small and will not create a financial hardship for the employee. The correction should be included with the next regular check.


Procedures

Responsibility

Action

DHRM/Department

  1. Determine that an off-cycle check is appropriate (see above criteria).
  2. Take corrective action. This usually involves making correcting entries in the Time Entry Screen. These entries can be made after noon on payday.
  3. Complete the Payroll Warrant Request Form, FI 15. Sign the completed form and submit by email at [email protected] or by fax (801-538-3244) the form to the DAS Division of Finance, Payroll Section

DAS Division of Finance Payroll Section

  1. Verify that the request is appropriate and that entries have been made that will create the correct off-cycle payment.
  2. Generate the off-cycle check.

You might also like...