Generally, off-cycle payroll payments are requested when a timesheet is not submitted by the posted payroll deadlines, has administrative errors, late paperwork, refunds, payouts, or lost checks. In most of these instances, it is up to the manager/department to request an off-cycle payment for the employee. Off-cycle checks should only be requested when a true financial hardship exists making it necessary for the employee to receive a check before the next on-cycle payroll.

Off-cycle payroll checks are granted based on established criteria to minimize financial hardship for the employee. Usually we approve these payments as a one-time exception per employee for extenuating circumstance. Payroll will determine on a case by case basis if the employee is eligible for an off-cycle payment and will notify the department once the decision is made.

Guidelines used to approve an Off-Cycle Request:

• Employee has not previously been approved for an off-cycle payment.
• Employee is receiving less than 50% of their regular biweekly salary.
• Employee has an extenuating circumstance in which missing a paycheck will cause a serious financial hardship.
• Employee payment was not processed due to a departmental or administrative error and the employee was not at fault.

Please note that off-cycle payments will not be issued for Additional Pay/Supplemental Pay (compensation in addition to base pay), stipends, overtime, or pay rate adjustments. These types of transactions will be paid the employee on the next on-cycle payroll.

Requesting an Off-Cycle Payment:

Time/Leave not submitted by the deadline:

1) Enter and submit the missing time/leave entries.
2) Ensure that the Payable Time has been approved by the employee’s manager.
3) Send an email to payroll@fiu.edu requesting the off-cycle payment. Your email must include the following:

• Employee’s Name
• Employee’s Panther ID
• Dates of time/leave entries not paid
• Explanation of why the time/leave was not reported by the deadline
• Explanation of how this will be corrected to avoid a future recurrence

Paperwork/Contract not processed by the deadline:

1) Confirm paperwork/contract are now submitted and approved.
2) Verify with Employee Records that the employee’s job information has been updated.
3) Send an email to payroll@fiu.edu requesting the off-cycle payment. Your email must include the following:

• Employee’s Name
• Employee’s Panther ID
• Contract ID if applicable
• Explanation of why the paperwork/contract was not submitted/approved by the deadline
• Explanation of how this will be corrected to avoid a future recurrence