Off-Cycle Payroll

Off-Cycle Payroll allows you to issue payments to employees outside your regular pay schedule, such as one-time payments for corrections or non-regular earnings that require immediate attention. This type of payroll ensures employees receive prompt and accurate compensation for scenarios that fall outside the regular payroll process. One important detail to note is that specifying a pay period is mandatory for off-cycle payrolls, and it must follow your pay frequency.

Zoho Spend lets you create off-cycle payrolls based on the following pay schedules:

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

Create an Off-Cycle Payroll

Here’s how you can create an off-cycle payroll:

• Go to Pay Runs under Payroll on the left sidebar.
• Click Create Pay Run at the top right corner and select Off-Cycle Payroll from the dropdown.
• Select the Pay Period, pay period Start Date, and pay Date.
• Configure the Benefit and Deduction Preferences. This allows you to include or exclude employee benefits and deductions for the off-cycle payroll.
• Click Save.

The off-cycle payroll will be created. In the next screen, you must add employees to the off-cycle payroll.

Add Employees to the Off-Cycle Payroll

Here’s how you can add employees to the off-cycle payroll:

• Go to Pay Runs under Payroll on the left sidebar.
• Open an off-cycle payroll record.
• Click Add Employees in the Add Off-Cycle Details page.
• Click Select an Employee and select an employee. If the employee is paid by hour:
  • Enter the Earning Hours (such as the number of Regular, Overtime, and Double Time hours) for their primary job role.
  • If the employee had worked on any other additional job roles:
    • Click + Add Additional Job Hours.
    • Choose the additional job role.
    • Enter the number of Regular, Overtime, and Double Time hours worked for that role.
• Enter the Earning Hours if the employee is paid by hour. If the employee is salaried, skip to the next step.
• Under the Earnings section, click Add Earning and enter the Bonus and/or Commission amounts for the employee.
• Click Save. The employee will be added to the off-cycle payroll.
• Click Continue to Payroll.

Review the payroll details, make any necessary changes, and proceed to approval.

Submit and Approve the Off-Cycle Payroll

Here’s how you can approve or submit a payroll for approval:

• Go to Pay Runs under Payroll on the left sidebar.
• Click Process Pay Run.
• Depending on your role and permissions, follow one of these paths:
  • If you have approval permissions, click Submit and Approve at the top right corner.
  • If you do not have approval permissions, click Submit for Approval at the top right corner. An authorized user will then review and approve the payroll.

Once your off-cycle payroll is approved, Zoho Spend will automatically deposit salaries into employees’ bank accounts on the scheduled pay date if you’ve set up Direct Deposit for your organization and employees. The applicable taxes will also be debited from your bank account and paid to the respective agencies.

Record Payment for the Off-Cycle Payroll

If you’re paying employees manually via check, cash, or other methods, you can mark the payment as recorded on the payday.

Here’s how you can record payment for an off-cycle payroll:

• Go to Pay Runs under Payroll on the left sidebar.
• Open a payroll in the Payment Due status.
• Click Mark as Paid at the top right corner.
• In the pop-up that appears, select the Paid Through Account and Payment Mode.
• Enable Send pay stub notification email to all employees if you want to email the pay stub to your employees.
• Click Save.

The payroll will now be marked as Paid, and the applicable federal, state, and local taxes will be generated under the Taxes module.