Policies, Procedures, & Executive Orders  |  Forms  |  Directory
U.Va. Human Resources
Payments made outside of a scheduled payroll run
In some situations there is a need to issue payments outside of a scheduled payroll run. These "Special Checks" are examined by the Payroll Office on a case-by-case basis.

These payements are processed using the valid direct deposit information the employee has on file. Requests made before 12pm can be processed for deposit the following business day. Requests after 12pm are deposited on the second business day.

All requests must be made in writing. They must come from a department contact and not directly from the employee. To make a request, send an email to Darrell Kozuch, Director of HR Administrative Operations & Support, at djk8q@virginia.edu, as well as jsw2f@virginia and payroll@virginia.edu. Please include all pertinent details, including the reason the employee was not paid, an explanation for how this scenario can be prevented in the future, and your telephone number. Making a request does not guarantee that a "Special Check" will be processed. You will be notified when a decision has been made in your case.

As stated, each case is reviewed individually, and though there can be exceptions, the following information should be used as a guidepost for determining whether or not you should request a "Special Check."

Situations that are appropriate for "Special Check" consideration:
  • An hourly, wage employee's timesheet was not processed as the result of timekeeper oversight/error, the timesheet not being turned in by the supervisor, or another situation in no way the fault of the employee. In addition to the request outlined above, a copy of the timesheet must be faxed to the Payroll Office at
    924-6306.
  • A salary was not approved at the time of payroll processing resulting in no pay for the employee.
Situations that are not appropriate for "Special Check" consideration:
  • An hourly, wage employee failed to turn in a timesheet before payroll processing. These hours are added to the next scheduled payroll run.
  • Premium Pay hours are not processed. This includes Overtime, Shift Differential, and other pay types that are in addition to an employee's regular salary. These hours are added to the next scheduled payroll run.