Issued: March 11, 2013
Reissued: Oct. 8, 2014
HR Advisories are intended to assist with the clarification or interpretation of Personnel Rules & Regulations, provide guidelines on procedures, provide additional detail or information on a Rule, describe Best Practices or serve as a teaching resource.
Off cycle check – A check produced outside of the scheduled payroll processing period, created for a specific purpose such as a pay correction or reimbursement.
Timekeepers and HRCs need to be knowledgeable of the guidelines and timeframes for processing corrections and off-cycle checks. Requests for off-cycle checks and corrections should be made using these guidelines and timeframes.
Corrections for off-cycle checks will be done only to ensure that an employee receives 80 hours of pay for the pay period. Corrections for such pay categories as shift differential, acting pay, special pays, pay rate changes, etc. will be processed for inclusion on the next pay period check unless this will create a hardship for the employee. Corrections for pay categories such as overtime must meet a minimum of $175 before taxes.
Correction forms should only be submitted to HRIS for the following reasons:
- The correction form is outside the 28 days in which timekeepers have access to the timesheets.
- The Timekeeper needs assistance in determining and correcting the issue.
- The employee is requesting an off-cycle check.
If an off-cycle check is not being requested and the timekeeper is able to make the correction, you do not need to submit a correction form to HRIS. Correction forms should only be submitted for the three reasons listed above.
There is no minimum dollar amount for an off-cycle check if an employee has received less than their standard hours (usually 80 hours) of base pay. The minimum dollar amount needs to be based on the level of hardship the employee would experience if required to wait until the next paycheck to receive the pay. Before a request for an off-cycle check is sent to HR, the timekeeper and/or employee authorized to approve the correction must ascertain if a hardship will exist or if the employee can wait until the next paycheck to receive the pay. If there is no hardship, the correction needs to be done as an on-cycle payment for the next paycheck. HR may contact a department to validate the need for an off-cycle check if the pay amount is minor.
Request for off cycle checks must be submitted to HRIS no later than 10AM on the Friday of payroll processing week or no later than 10AM on Wednesday of a non-payroll processing week.
HRIS will complete the form by 11AM on Friday of payroll processing week or by 11AM on Wednesday of a non-payroll processing week, and deliver the correction to Payroll for same day off-cycle processing. There will be exceptions if HRIS or Payroll encounters problems.
Please note, the number of corrections received and the time it takes to make the corrections will determine the number of off-cycle check requests that may be submitted to Payroll by 11AM. The earlier a department can submit a correction for an off-cycle check to HR will increase the probability the correction will be processed for submittal to Payroll in a timely manner.
Corrections and off-cycle checks that cannot be completed on the payday Friday will be processed the following Wednesday.
Timelines for processing off-cycle checks and corrections will be based on the days and hours when Absence and Time and Labor corrections can be made in PeopleSoft.
Corrections and off-cycle checks will only be processed on the two following days:
- Payday Friday
- Wednesday of the following non-payroll week.
The correction must be submitted as early as possible to HRIS so that HRIS has sufficient time to review and process the correction form. If HRIS can process the corrections and submit the corrections to Payroll before 11AM, the off-cycle check will usually be processed as a Direct Deposit (ACH) on payday Friday or Wednesday of the following week.
However, there are many reasons why an off-cycle check request may take longer to resolve and miss the cut-off timeframe. Payroll will verify all corrections that are submitted and if Payroll arrives at different results than provided by the Department or HRIS, the correction must be reconciled.
Since requests for off-cycle checks are most frequently submitted to HRIS on a payday, HRIS has a very short window to process corrections and send the off-cycle check requests to Payroll by 11AM Friday.
This emphasizes the importance of timekeepers and HRCs checking their queries and variance reports and making the appropriate corrections before payroll runs to reduce the number of off-cycle checks that are needed each payday.
Payroll will process the corrections received by 11AM from HRIS and send the funds through ACH (direct deposit) on Payday Friday. Any corrections received after 11AM from HRIS on payday Friday but before 11AM on the following non-payroll Wednesday will be processed through ACH on Wednesday of the non-payroll week. Funds should be available the following business day. The availability of the funds may vary due to the employee’s financial intuition.
For additional information please call the HR HRIS/Records Manager at 817-392-7567 or the Assistant HR Director at 817-392-2632.
This HR Advisory is a brief synopsis of policy and any questions or apparent conflicts between an Advisory and City policy should be directed to the Human Resources Director or an Assistant HR Director for clarification.
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