Quick Steps: Request One-Time Payment

Who does this?  Stanford Payroll Administrators

When?  Additional required or discretionary pay is due to an employee.

How?  By entering a Supplemental Pay Webform (recommended) or by submitting a One-Time Payment form to add the pay to the employee’s next regular paycheck

 

 

Request One-Time Payment (5 steps)

Gather employee information for the payment:

1. Employee name
2. Employee ID Number
3. Employee Pay Group from PeopleSoft
4. Employee Record # from PeopleSoft

Note:  This information is available on the Gross Pay Report. Reference Quick Steps: Verify Employee Pay.

Gather payment information:

1. Amount to be paid



Note 1:  The tax rate on bonus payments is set by law at a 25% flat withholding rate for federal and a 9.3% withholding rate for California.
Note 2:  The employee’s withholding allowances on file are used for other types of payments.


2. PTA to charge for the payment
3. Earn code for the payment



Note 3:  Common earn codes for One-Time Payments are:
• BON – Bonus
• SIG – Signing bonus
• HNR – Honorarium
• SUP – Supplemental Pay (for faculty only)
• TAR – Temporary Acting Role
• RTS – Missed payment of salary
• RTH – Missed payment of hours
• RTO – Missed payment of overtime
• For descriptions of appropriate usage of earn codes for one time payments, see the Earnings Code Usage document.

Select from one of the following form options:

1. To submit a Supplemental Pay Webform (recommended), see Step 4.
2. To submit a One-Time Payment Form (when you do not have access to the Supplemental Pay Webform), see Step 5.

Prepare a Supplemental Pay Webform:

1. Follow step-by-step instructions on Supplemental Pay Webform Job Aid to complete the form.

Note 1:  Webforms must be fully approved and loaded by an Expert User by the PeopleSoft entry deadline for the pay period.

Note 2:  For specific entry deadlines for each pay period, see Resources & Job Aids: Payroll Schedules & Deadlines.

Submit a One-Time Payment Form to Payroll:

1. Download and print the One-Time Payment Form.



Note:  One-Time Payment Forms must be received at Payroll by 5pm on the last day of the pay period.


2. Using the information collected in Steps 1 and 2, complete all relevant fields on the One-Time Payment Form.
3. The signed original copy of the form should be submitted to Payroll.



Note:  For specific entry deadlines for each pay period, see Resources & Job Aids: Payroll Schedules & Deadlines.

 

What Happens Next?

• The One-Time Payment is added to the employee’s next regular direct deposit or paycheck. Bonus payments receive a separate direct deposit or paycheck from the employee’s regular pay.

Questions?

• If you have questions, please submit a HelpSU ticket to Payroll (Category Central Office Issues and Request Type Payroll question).