Off-Cycle Payment Requests

In some situations there is a need to issue payments outside of a scheduled payroll run. These "Special Checks" are processed by Payroll on a case-by-case basis. The payments are processed using the valid direct deposit information the employee has on file. Requests made before 12:00 pm can be processed for deposit the following business day. Requests after 12:00 pm are deposited on the second business day after the request.

All requests must be made in writing. They may not come directly from the employee, they must come from a department contact (HR representative, supervisor, etc.).

To make a request, send an email to payroll@virginia.edu.

Please include all pertinent details, including the reason the employee was not paid, an explanation for how this scenario can be prevented in the future, and your telephone number. Making a request does not guarantee that a "Special Check" will be processed. You will be notified when a decision has been made in your case. If approved, and if the request pertains to a wage or staff employee, a completed paper timesheet with the employee and supervisor signatures must be faxed to Payroll at 434-924-6306. If it involves leave hours being used incorrectly, please also fax a copy to the Leave Center at 434-924-3149. The timecard must contain the entire pay period's hours and should have the corrected hours circled.

As stated, each case is reviewed individually, and though there can be exceptions, the following information should be used as a guideline for determining whether or not you should request a "Special Check."

Situations that are appropriate for "Special Check" consideration:
* A wage or staff employee's timecard not being processed was in no way the fault of the employee.
* A salary was not approved at the time of payroll processing resulting in no pay for the employee.

Situations that are not appropriate for "Special Check" consideration:
* A wage or staff employee failed to submit a timecard before payroll processing. This includes timecards that are incomplete, entered on the incorrect payroll period, or in a "Working" or "Rejected" status. These hours are added to the next scheduled payroll run.
* Premium Pay hours are not processed. This includes Overtime, Shift Differential, and other pay types that are in addition to an employee's regular salary. These hours are added to the next scheduled payroll run.

In both situations, a completed paper timesheet with the employee and supervisor signatures must be faxed to Payroll at 434-924-6306. If it involves leave hours being used incorrectly, please also fax a copy to the Leave Center at 434-924-3149. The timecard must contain the entire pay period's hours and should have the corrected hours circled. No timecards can be submitted through Employee Self-Service for prior pay periods after the payroll processing deadline.