How To: Request Recurring Payment

Who does this?  Stanford Payroll Administrators

When?  Additional pay is due to an employee and will be paid over several pay periods.

How?  By entering a Supplemental Pay Webform (recommended) or by submitting an Additional Recurring Pay form to add the pay to the employee's regular paychecks



Request Recurring Payment (5 steps)

step 1

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 How To: Verify Employee Pay.
step 2

Gather payment information:

  1. Amount to be paid

  2. Note 1:  The tax rate on bonus payments is set by law at a 25% flat withholding rate for federal and a 10.23% withholding rate for California.
    Note 2:  The employee's withholding allowances on file are used for other types of payments.

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

  5. Note 3:  Common earn codes for One-Time Payments are:
    • HAS – Housing Allowance Department Funded
    • SUP – Supplemental Pay (for faculty only)
    • TAR – Temporary Acting Role (for staff only)
    • For descriptions of appropriate usage of earn codes for one time payments, see the Earnings Code Usage document.
step 3

Select from one of the following form options:

  1. To submit a Supplemental Pay Webform (recommended), see Step 4.
  2. To submit an Additional Recurring Pay Form (when you do not have access to the Supplemental Pay Webform), see Step 5.
step 4

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: Payroll Schedules & Deadlines.

step 5

Submit an Additional Recurring Pay Form to Payroll:

  1. Download and print the Additional Recurring Pay Form.
  2. Using the information collected in Steps 1 and 2, complete all relevant fields on the Additional Recurring Pay Form.
  3. The signed original copy of the form should be submitted to Payroll.

  4. Note 1:  Additional Recurring Pay Forms must be received at Payroll by 5pm on the last day of the pay period.
    Note 2:  For specific entry deadlines for each pay period, see Resources: Payroll Schedules & Deadlines.

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What Happens Next?

  • The Recurring Payment is added to the employee's regular direct deposits or paychecks for the period of time specified. Bonus payments receive a separate direct deposit or paycheck from the employee's regular pay.


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