How to Make Out-of-Cycle Payments

This article is about Humanforce Payroll. For help with Humanforce Workforce Management, start here.

There are two ways to process out of cycle payments to employees:

1. Adhoc EFT via Pay Adjustment or Termination
2. Special Run, including the option to set up automatic creation of ‘pre’ and ‘post’ Special Runs for Monthly Payrolls.

In this article, we'll cover Special Runs, including:

• Choosing between Special Runs and Adhoc EFT payments
• How to Add a Special Run 
• How to Delete a Special Run
• Replace Current Scheduled Run with New Special Run
• How to set up automatic creation of ‘pre’ and ‘post’ Special Runs. 

For Adhoc EFT via Pay Adjustment or Termination, see Create Pay Adjustment and Ad Hoc EFT Pay Adjustments.

Choosing between Special Runs and Adhoc EFT payments

When deciding whether to use a Special Run or Adhoc EFT, note that for Adhoc EFT payments, the payment figures are included in the reports for the next scheduled pay. 

If Finance or other stakeholders like to see separate reports for any out of cycle payments, then you should process a Special Run rather than an Adhoc EFT. Special Runs produce payroll reports at Calculate Pay and Pay Authorisation status. 

Add a Special Run

1. Go to Payroll > Payroll Setup > Payroll Calendar
2. Click Add Run to insert a Special Run for a future date, or Replace Current scheduled Run with New Special Run to insert the Special Run now, when you are already in a Scheduled Run.
3.  In the Create Pay Run window, enter the dates and required information for your out of cycle pay run.
4. Click Create.

On the Payroll Calendar, you will now see the Special Run, highlighted orange. If you know in advance that these are going to occur, for regular bonus payments for example, then you can add them as far in advance as you like.

Month End date may change for payrolls where Month End is based on Pay Date, and the Special Run changes the last Pay Date in the month.

When you process a Special Run you will follow the normal process for Calculating Payroll. 

Delete a Special Run

1. Go to Payroll > Payroll Setup > Payroll Calendar
2. Double click on the Special Run entry you wish to delete, highlighted in orange
3. Press Delete.

If under Pay Control your current pay run is the Special Run and this run is now longer required, you will need to just run it is as a ‘blank run’ by doing Pay Calculation and rolling the pay over.

Replace Current Scheduled Run with New Special Run

If needed, you can insert a special run between the last pay process and the current scheduled pay process.

Note that if your current process is already a Special Run then you cannot insert another Special Run before that. Use Add Run and add the Special Run after the newly inserted Special Run.

To replace current scheduled run with a New Special Run:

1. Go to Payroll > Payroll Setup > Payroll Calendar
2. Scroll to the bottom and click Replace Current Scheduled Run with New Special Run
3. Enter the Period End Date. The EFT Release and Pay Date will pre-populate with the same date. You can change these if required.
4. Click Create.

This has now inserted the Special Run and updated the current process (shown in Pay Control) to the Special Run that has been created.

The Add Run button can still be used to add in future Special Runs. The Replace Current Scheduled Run with New Special Run option is purely for injecting the Special Run as the current process.

The Replace Current Scheduled Run with New Special Run cannot be used for customers who use Job Class Progressions. If you use Job Class Progressions and require a Special Run to be inserted, you will need to contact support.

Set up automatic creation of ‘pre’ and ‘post’ Special Runs for Monthly Payrolls

If you regularly process one or more special runs each month, for Monthly Payrolls, you can set up automatic creation of ‘pre’ and ‘post’ Special Runs on either side of the Schedule Run.

To set this up:

1. Go to Payroll > Payroll Setup > Payroll Maintenance
2. Select the relevant Monthly payroll from the drop-down.
3. Click on the Payroll Processing tab
4. There will be two tick box options for automatic generation of a Special Run before and/or after each Scheduled Run.  Select one or both options, as desired.
5. Click Update.