Stanford payroll administrators may enter a Supplemental Pay Web Form (recommended) or an Additional Recurring Pay Form to add recurring payments to an employee’s regular paychecks or to modify or cancel recurring payments.
Request Recurring Payments for Employees
Before You Start
- Employee Name
- Employee ID Number
- Employee Pay Group from PeopleSoft
- Employee Record # from PeopleSoft
This information is available on the Gross Pay Report. Refer to How to: Verify Employee Pay for more information.
- Amount to be paid
The tax rate on bonus payments is set by law at a 22 percent flat withholding rate for federal and a 10.23 percent withholding rate for California.
The employee’s withholding allowances on file are used for other types of payments. - PTA to charge for the payment
- Earn code for the payment
- Common earn codes for recurring payments are:
- CEL – Cell Phone Allowance
- OTH - Additional Compensation - Other Compensation
For descriptions of appropriate usage of earn codes for one-time payments, refer to the Usage Codes document.
- Common earn codes for recurring payments are:
- Log in to Axess (axess.stanford.edu) with your SUNet ID and password
- Refer to the Supplemental Pay Web Form Job Aid to complete the form
Webforms must be fully approved and loaded by an expert user before the PeopleSoft entry deadline for the pay period (by 9 p.m. within 0-3 calendar days of the pay period end date). Refer to Resources: Payroll Schedules and Deadlines.
- Download and print the Additional Recurring Pay Form
- Using the employee and modification information gathered in Steps 1 and 2, complete all relevant fields in the Change/Stop section of the form
- Submit the signed original copy of the form to Payroll
Additional Recurring Pay Forms are due to Payroll by 5 p.m. on the pay period end date. For specific entry deadlines for each pay period, refer to Resources: Payroll Schedules and Deadlines.
Modify or Stop Recurring Payments for Employees
Before You Start
- Employee Name
- Employee ID Number
- Employee Pay Group from PeopleSoft
- Employee Record # from PeopleSoft
This information is available on the Gross Pay Report. Refer to How to: Verify Employee Pay for more information.
- New amount to be paid
- New PTA to charge for the payment
- New end date for when the payments should occur
- Log in to Axess (axess.stanford.edu) with your SUNet ID and password
- Refer to the Supplemental Pay Webform Job Aid to complete the form
Webforms must be fully approved and loaded by an expert user before the PeopleSoft entry deadline for the pay period (by 9:00 p.m. within 0 to 3 calendar days of the pay period end date). Refer to Resources: Payroll Schedules and Deadlines.
- Download and print the Additional Recurring Pay Form
- Complete all relevant fields in the Change/Stop section of the form using the employee and payment information gathered in Steps 1 and 2
- Submit the signed original copy of the form to Payroll
Additional Recurring Pay Forms are due to Payroll by 5:00 p.m. on the pay period end date. For specific entry deadlines for each pay period, refer to Resources: Payroll Schedules and Deadlines.
