How to Run an Off-Cycle Payroll #

As an admin, you may need to run an off-cycle payroll for several reasons—for example, if an employee was not added to the system in time, if their hours were incorrect, or if a payment amount needs to be corrected. Off-cycle payrolls allow you to fix these issues without affecting your regular payroll cycle.

Why You Might Need an Off-Cycle Payroll #

Common scenarios include:

• An employee was missing from the system when payroll was processed.
• Hours or pay amounts were incorrect on the original payroll.
• You must correct or supplement a previous payroll for a specific employee.
• You need to pay someone outside of the normal payroll run.

Off-cycle payrolls are simple to run and give you control over which employees and which data you want to include.

How to Run an Off-Cycle Payroll #

Locate the Off-Cycle Payroll Button #

1. Go to the Payroll section.
2. At the top, you will see upcoming payrolls; at the bottom, you will see payroll history.
3. Directly under the green Process Payroll button, click Off-Cycle Payroll.

Choose Your Payroll Period #

A popup will appear asking which period this off-cycle payroll should cover.

You can select:

• Custom
• Weekly
• Bi-weekly
• Monthly
• Semi-monthly
• Quarterly
• Annually

Tip: Choose the same period as your regular payroll unless you intentionally need something different.

Example:
If an employee was missed from last week’s payroll and your company runs weekly payrolls, select Weekly.
Choose the start date (e.g., Sunday, Nov 30). The end date will auto-fill (e.g., Dec 6).

Then select a Pay Date.

Choose Employees #

At the bottom of the screen:

• If you don’t select anyone, all employees will appear in the off-cycle payroll.
• If you select specific employees, only those employees will be included.

Example:
Select Dina → click Continue.

Review and Adjust Payroll Data #

You will now see a payroll screen similar to a regular payroll, with a few key differences:

Add or Remove Employees #

Only the employees you selected will show.
To add more employees:
Click Add Employee (+) located above the employee list.

Hours and Salary Start Blank #

Off-cycle payrolls do not automatically import hours or salary.

This is useful for partial corrections. Examples:

• Employee worked 40 hours, but only 36 hours were paid → add 4 hours.
• Employee salary should be $500, but they only received $400 → enter $100 in the salary field.

This ensures the total now matches what the employee should have received.

Import Hours from Timesheets (Optional) #

If the employee was completely unpaid for that period, you may want to import all hours.

To do this:

1. At the bottom right, click Resync with Timesheets.
2. Confirm by clicking Reset.

This pulls in the hours for the selected date range.

Important:
Do not resync if the employee was already partially paid. Doing so could result in double-paying hours.

Benefits and Deductions Behavior #

Off-cycle payrolls do NOT automatically import benefits and deductions. #

This is intentional and prevents double-charging or double-paying.

Examples:

• If an employee was partially paid already and received a $50 car reimbursement, you do not want to give it again.
• If the employee was fully missed and nothing was paid, then you do want benefits/deductions included.

To control this:

1. Check the box Include Benefits (and “Include Deductions” if applicable).

This checkbox is located directly under the pay date box.

1. Click Save and Continue.

Once selected, benefits and deductions will populate on the payroll confirmation screen.

Finalize the Payroll #

After reviewing:

• Hours
• Salary
• Benefits and deductions
• Pay date

Finish the off-cycle payroll exactly the same way as a regular payroll.

Summary of Key Differences #

• You choose which employees to include.
• Hours/salary start blank unless you manually enter them or resync.
• Resync should be used only when the employee was entirely unpaid.
• Benefits/deductions do NOT import unless you check Include Benefits/Deductions.
• Off-cycle payroll allows flexible corrections without affecting your regular payroll.