When and How to Run an Off-Cycle Payroll

Purpose

In Push, payroll adjustments made outside your regular payroll schedule are called off-runs. These are also commonly referred to as off-cycle payrolls or special payrolls in other systems. This guide will explain:

1. Why you might need an off-run.
2. How do you execute an off-run in the Push Web App?
3. Common errors encountered during off-runs and how to resolve them.

This guide is designed for both beginners and experienced payroll users, providing practical examples and clear steps to ensure smooth payroll adjustments.

Why Would You Run an Off-Run?

Off-runs allow you to handle payroll corrections, adjustments, or compliance needs without disrupting your regular payroll schedule. Here are common examples:

• Missed Hours: Alex, a manager, forgot to clock in for two shifts in the last pay period. An off-run ensures Alex receives payment for those missed hours promptly.
• Vacation Balance Adjustment: Alex took an unplanned vacation day that was mistakenly paid out. An off-run corrects both the vacation balance and the associated pay.
• Final Pay for Termination: Provincial or state regulations often require terminated employees, like Alex, to be paid immediately. An off-run ensures compliance by processing final pay mid-pay period.
• Statutory Holiday Adjustments: Alex wasn't paid for a statutory holiday. An off-run can correct this without waiting for the next pay cycle.
• Reversals: If Alex's previous paystub was reversed, an off-run reprocesses the correct payment
• Employee Excluded Due to Missing SIN: If an employee was excluded from a previous payroll run because their Social Insurance Number (SIN) was missing, an off-run allows you to pay them once the SIN has been added to the system.

How to Run an Off-Run

Follow these steps to create an off-run in the Push Web App:

Creating An Off Run

1. At the top of the screen, click the Payroll tab.
2. On the left-hand side, click Run Off-Run and then Add a New Off-Run.
3. Enter the Start Date, End Date, and Pay Date for the off-run.
   • Ensure these dates do not overlap with a previous or current payroll.
4. Select Employees: Choose the employees included in the off-run. Use Select All (Active) to add all active employees if needed.

Enter Adjustments:

1. Choose the applicable preset under the Earnings and Deductions section (e.g., Regular Pay, Retroactive Pay, Statutory Holiday Pay).
2. Input either the hours worked or the specific dollar amount to be paid, then Submit Earnings and Deductions. Add any other employees you need.

Reviewing And Approving

1. Scroll to the top and click Run Off-Run in the left-hand navigation bar.

2. Under the Actions column, click the Play Button icon next to the current off-run.

3. Select View/Approve Pay Run to review the off-run details.

4. Click Approve Payroll to process the off-run.

Note: You can process off-runs for both active and inactive employees. For inactive employees, you will need to calculate and enter the payment amount manually.

Confirming your off-run deposit date

The deposit date for your off-run is based on the Pay Date entered when the off-run was created. However, this date can change after submission. To confirm the most up-to-date deposit date, go to Payrun History in the Payroll tab. For step-by-step instructions, see How To View Previous Pay Runs.

Common Errors

Off-runs are designed to simplify payroll adjustments, but certain issues may arise during the process. Understanding these common errors and their solutions will help ensure your off-runs are processed smoothly and accurately. Below are the top three errors users encounter and how to resolve them.

Date Overlap Error

• Issue: An "Access Denied" error occurs because the selected dates overlap with another payroll run or reversal.
• Solution: Adjust the Start, End, and Pay dates to avoid conflicts with previous payrolls.

Employee Excluded Due to Missing SIN

• Issue: An employee was excluded from a payroll run because their Social Insurance Number (SIN) was not on file.
• Solution: Follow these steps to pay the employee via an off-run:
  1. Update the employee's SIN in Push under their employee profile before proceeding.
  2. Navigate to Payroll > Run Off-Run > Add a New Off-Run.
  3. Enter the appropriate Start Date, End Date, and Pay Date for the off-run.
  4. In the Select Employees step, choose the employee who was previously excluded.
  5. Under Earnings and Deductions, enter the applicable earnings for the employee.
  6. Click Approve Payroll to process the off-run and issue payment.

Additional Information

Only Super Administrators and Team Administrators with payroll permissions can create off-runs. These off-runs do not replace regular payroll but serve as an additional tool for making necessary corrections and adjustments. By understanding when and how to use off-runs in Push, you can maintain payroll accuracy and compliance without disrupting your standard payroll schedule.