Out of Cycle Payment Guidelines

Abstract:
These guidelines describe the request process, the justification for payment, and the method of payment for out of cycle payments.

Review/Revised Date: 10/11/2007

Category: Financial Affairs

Policy Owner: CFO

Policy Contact: Assistant Vice President Financial Affairs / CFO

Reason for Guidelines: This procedure was put in place due to audit concerns surrounding the controls, justifications, regulations and business practices that are put at risk when issuing an out-of-cycle payment.

Request Process: Any requests for out of cycle payroll payments must be made to the Associate Vice President for Financial Affairs by the Dean/Vice President/Hospital Chief Operating Officer employing the individual. Communication is normally handled via email to Stephanie Mullins, smullins@uab.edu.

Justification for Payment: Generally, out of cycle payments will be made only when an employee receives less than 50% of what they should have received in the normal payroll cycle and the discrepancy resulted because of an Oracle system or Central Administration issue.

Method of Payment: The payment is usually wired and memo posts on the next banking business day and deposits that night.