How Do I Issue a One-Time Payment?

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One-Time Payments are initiated by a manager for extra services that may be related or unrelated to an employee's current position/department. These extra services should be infrequent or one-time in nature.

Note: Stipends follow a separate process and are submitted via a PAF form.

A One-Time Payment Request is a shared responsibility with activities defined for the manager and for Human Resources (Compensation).

The following steps outline the process for completing a One-Time Payment Request:

1. Manager completes the electronic One-Time Payment Request Form
   • Download electronic request form
   • Fill in all required fields:
     • List employee ID and employee name (Note: Employee must be an active staff employee. Students are processed through the Career Center on a SEAF.)
     • Fill in position number this should be a one-time payment position number or lecturer position number, not the employee's position number; make sure the position number corresponds to the department from which the funding is coming
     • List the dollar amount
     • List the department ID for the department from which the funding is coming, the People Soft account code, and the project/grant/program # (if grant)
     • Detail the reason for payment. (Please note that for hourly employees, the reason for payment should include the dates worked and the hours worked each day.)
     • Indicate the desired pay date (must correspond to a pay check)
   • Obtain all required signatures:
     • Print and sign requestor name
     • Print and sign budget manager name
     • Print and sign VP/Dean name, if greater than $500
     • Sign EVP name if using salary savings
     • Obtain signature of the OSPR grant approver if grant-funded department
2. Manager e-mails the electronic One-Time Payment Request Form to the Compensation in-box in Outlook
   • Form is due no later than noon, on the Friday before the desired pay date
   • Forms cannot be processed without an electronic copy
3. Manager sends the signed hard-copy of the One-Time Payment Request Form to Compensation (8th Floor CNA)
   • Form is due no later than noon, on the Friday before desired pay date
   • Forms cannot be processed without a signed hard-copy
4. Compensation checks and logs One-Time Payment Request
   • Compensation receives and verifies Request Form (All fields complete? Employee active? Correct position #? Correct Signatures?)
5. Compensation delivers One-Time Payment Request form to Payroll
6. Payroll processes One-Time Payment

Resources

• One-Time Payment Electronic Request Form

Contact Information

Department of Compensation
X 2-8500