Managing Period Activity Pay Assignments in Workday


Purpose

This document explains how Human Resource Partners (HRPs) can view and manage Period Activity Pay (PAP) in Workday including adding, correcting, and ending Period Activity Pay and adding a Summer Salary.

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Keep in Mind

· Period Activity pay is used to pay a lump-sum over a period. It is administered outside of the formal Compensation Package. Examples include 4th quarter payments (for students) and temporary academic positions (lecturers).

· The lump sum payment will be equally distributed over the pay cycles included in the payment timeframe.

· Period Activity Pay cannot be used for non-union staff employees, non-exempt students, or exempt temporary positions that are located OUTSIDE of the U.S. It is an option for the following employee types ONLY:

· Exempt Student employees

· Temporary Staff/Seasonal employees - for positions located within the U.S.

· Alternative pay options should be used for those positions located Outside of the US.

· Lab School union employees

· Academic employees

· Employees whose primary active job is Exempt

· Period Activity Pay is a stand-alone process and is also part of the Hire, Change Job, and Add Additional Job processes. When a PAP is used during hiring, changing a job, or adding an additional job the Propose Compensation sub-process should be submitted with no values in the salary plan. The exception to this is unless the PAP is in addition to a regular monthly salary.

     · Please see the Hiring Employees from a Non-Competitive Search in Workday, Hiring Employees from a Competitive Search in Workday, Changing a Job in Workday, or Adding an Additional Job in Workday Knowledge Base articles for more information. 

· To complete this process the following information is needed:

· Employee Name

· Activity category

· Time period over which the activity occurs

· Dates of payment for work

· Payment Amount

· To compensate an employee who does not already have a job in a supervisory organization you support, the Add Additional Job business process will need to be completed first.

· If deleting a previously entered Period Activity Pay that has not yet paid out any of the total, use the End Period Activity Pay reason code and select the minus icon next to the row that needs to be deleted. If the only Period Activity Pay entry assigned to the employee needs to be deleted, submit an Ask a Payroll Question form in Service Now so that payroll may rescind the payment.

· If there is a need to adjust the amount owed to the employee while the Period Activity Pay assignment is ongoing, use a Correction reason code. Adjust the assigned unit rate so that the total amount is reflective of the new amount due to the employee over the payment dates. Workday will automatically prorate the amounts so that the new total is paid out to the employee over the indicated payment dates.

· If you are completing PAP for an employee with a future-dated job in your organization, you will not be able to submit the PAP until the Effective Date of the future-dated job.

· To ensure scheduled weekly hours are reflective of effort, if the new activity is different from the existing activity/job then the Add Additional Job or Change Job process should be performed before submitting a new PAP assignment.

· The employee’s payment information will not reflect the PAP update until the business process is complete.

· Run the Workday report RPT Period Activity Pay Audit to obtain information about Period Activity Payments in your organizations.

· The student employment policy and Fair Labor Standards Act (FLSA) primary duty considerations need to be adhered to when assigning period activity pay.

· Exempt student employees should be paid using a PAP whereas non-exempt student employees should be paid using the hourly compensation plan.

· For Affordable Care Act (ACA) purposes, the scheduled weekly hours of the position that has the Period Activity Pay will determine the biweekly hours worked for the pay period. For any pay period where there is a PAP payment, the scheduled weekly hours will be pulled into the payroll results as hours worked.

Viewing Period Activity Pay Assignments

1. Log into Workday using your CNET ID and password.

2. Navigate to the Employee’s Profile by typing their name or another unique identifier (Chicago ID, SSN, Employee ID, etc.) in the search box at the top of the screen. Click on the appropriate suggested record that appears below the search box, or press Enter to run the complete search, and find the right employee.

a. Use the prefixes worker: or id: to refine the search results. For details on how to use prefixes, review the Workday Search Prefixes Knowledge Base Article.

3. Within the Employee’s Profile, click on the Related Actions icon (the icon made of a small rectangle with three dots in the middle) under the employee’s name and title to display the menu of available Actions. Hover over Compensation and click on either:

a. View Period Activity Pay Assignments to view general details about existing PAPs including, but not limited to, Activity Start & End Dates, Unit Rate, Remaining Balance, and Costing Overrides.

i. Select Position and Period (Date Range is optional). Select OK. A list of current PAP’s will appear. Review PAP information.

ii. Under the Payments column, the number of payments is displayed and hyperlinked.

1. Select the number to open a new window showing each individual payments’ Scheduled Date, Payment Amount, and Paid Date.

iii. Under the Costing Overrides column, select the oval containing a number to view costing allocations for the PAP. FAS Accounts and FAS Sub-Accounts (soon to be known as COA/POETAF) are located here.

b. View Period Activity Payment Details to view additional details about existing PAPs including, but not limited to, Activity Start & End Dates, Unit, Payment Amount, and Scheduled Date.

i. Select Position and Period (Date Range is optional). Select OK. A list of current PAP’s will appear. Review PAP information.

ii. The Payment Amount, Scheduled Date, and Paid Date are displayed for the individual payments included with each PAP.

iii. An overall Scheduled Amount total and an overall Paid to Date total for all PAP’s within the given timeframe appear at the bottom of the screen.

4. Note, both views mentioned above in step 3a and 3b contain mostly similar information, with some small differences. Review each view to determine which is best for the scenario at-hand.

Initiating Period Activity Pay Assignment from Employee Record

*Standalone process – NOT part of the Hire or Add Job business process

1. Log into Workday using your CNET ID and password.

2. Navigate to the Employee’s Profile by typing their name or another unique identifier (Chicago ID, SSN, Employee ID, etc.) in the search box at the top of the screen. Click on the appropriate suggested record that appears below the search box, or press Enter to run the complete search, and find the right employee.

a. Use the prefixes worker: or id: to refine the search results. For details on how to use prefixes, review the Workday Search Prefixes Knowledge Base Article.

3. Within the Employee’s Profile, click on the Related Actions icon (the icon made of a small rectangle with three dots in the middle) under the employee’s name and title to display the menu of available Actions. Hover over Compensation and click on Manage Period Activity Pay Assignments.

4. In the new window, under Employee Selection:

a. Effective Date will auto-populate to today’s date. This can be updated to a date in the future, but never backdated.

b. Employee field will auto-populate. If not, use the Hamburger Menu (icon with three dots and three dashes) to select the employee.

c. If Position field is visible and blank, select the Position that requires PAP management.

5. Under the Assignment Details section:

a. Select the Academic Period in which PAP will take place.

b. Period Activity Rate Matrix will auto-fill to UChicago. Do not change this.

6. The Quick Entry Choices section is optional. If information is entered here, it will auto-populate on the next screen. If no information is entered here the HRP will enter it on the next screen.

a. To enter information, fill in the All Activities, Start Date, and End Date fields.

7. Select OK to be brought into the PAP matrix. Continue to step 8, located under the Completing the Period Activity Pay Matrix section.

Initiating Period Activity Pay Assignment from Inbox Task

*Part of the Hire or Add Job business process - NOT Standalone process

1. Log into Workday using your CNET ID and password.

2. Navigate to your Inbox in the top-right corner, as indicated by a tray icon.

3. Within your inbox locate and open the Period Activity Pay task.

4. Within the task, the Effective Date will auto-populate.

5. Using the hamburger menu, select the Academic Period in which the PAP will take place.

6. Period Activity Rate Matrix field will auto-fill to UChicago. Do not change this.

7. Select OK to be brought into the PAP matrix. Continue to step 8, located under the Completing the Period Activity Pay Matrix section.

Completing the Period Activity Pay Matrix

8. In the top-left corner of the matrix use the Hamburger Menu to select a Reason:

a. Period Activity > Add Activity Pay

i. Further select from below reasons:

1. Period Activity > Add Activity Pay > Additional Assignment

2. Period Activity > Add Activity Pay > Hire

b. Period Activity > Correction

i. Further select from below reasons:

1. Period Activity > Correction > Change Amounts

2. Period Activity > Correction > Change Dates

3. Period Activity > Correction > Change Funding Source

c. Period Activity > End Activity Pay

i. Further select from below reasons:

1. Period Activity > End Activity Pay > Assignment End

2. Period Activity > End Activity Pay > Termination

d. Period Activity > Summer Salary

i. Further select from below reasons:

1. Period Activity > Summer Salary > 1/9th Summer Salary

2. Period Activity > Summer Salary > 2/9th Summer Salary

3. Period Activity > Summer Salary > 3/9th Summer Salary

9. Within the matrix, under the Activity column fill in the below fields. If information was entered under the Quick Entry Choices section on the previous screen, then these fields will auto-populate. If correcting or ending a PAP, skip this column.

a. Activity

i. Using the hamburger menu, select the applicable activity in which PAP management is needed.

b. Task (optional)

c. Comment

i. Provide additional details regarding the selected Activity. For example, if the Activity is Grader then add a Comment indicating who the employee is grading for (i.e. John is grading for Mr. Belvidere in the Math department).

10. Under the Activity Dates column fill in the below fields. Activity Dates must be the dates the work was done. Uncheck the Use as Paydates check box to use different pay dates. (If information was entered under the Quick Entry Choices section on the previous screen, then these fields will auto-populate.)

a. Start Date

i. Will pre-populate into the Payments column’s corresponding Start Date field.

ii. If correcting a PAP (Change Dates sub-reason code), update start date, as needed.

iii. Student Employees: Enter the position start date or the first day of the corresponding pay period. For grant-funded students, enter the grant start date here.

b. End Date

i. Will pre-populate into the Payments column’s corresponding End Date field.

ii. If ending a PAP, End Date should be the last day of the last pay period the employee will receive PAP.

iii. If correcting a PAP (Change Dates sub-reason code), update end date, as needed.

iv. Student Employees: For grant-funded students, enter the grant end date here.

c. Use as Payment Date Range checkbox

i. Defaults as checked.

ii. Uncheck this box to utilize Payments dates different from the Activity Dates.

d. Weeks in Activity Period

i. Auto-calculates and auto-fills based on information entered within the Start Date and End Date fields.

11. Within the Units column fill in the below fields. If ending a PAP, skip this column.

a. Quantity

i. Auto-populates to 1. Should be 1 unless employee is performing the activity for more than one individual, team, or department.

1. If the employee is completing the Activity for more than one individual, team, or department then update this field to reflect the number of instances the employee will perform the Activity.

a. For example, if an employee is completing the Activity of Grader for just one professor, then the Quantity will be 1. However, if the employee is grading for two professors, then the Quantity will be 2.

b. Default Quantity

i. Defaults to 0, cannot be changed.

c. Assigned Unit Rate

i. Input the compensation amount for each instance of the selected Activity.

ii. If correcting a PAP (Change Amounts sub-reason code), update rate, as needed.

iii. Student Employees: For an hourly paid employee, calculate the Assigned Unit Rate by multiplying the number of hours the employee will work during this timeframe by the hourly rate they are paid.

1. Example Scenario: The PAP spans 9 weeks and the employee works 10 hours per week. The employee is paid $16 per hour.

a. 9 weeks X 10 hours/week = 90 hours

b. 90 hours X $16/hour = $1,440 as the Assigned Unit Rate

d. Default Unit Rate

i. Defaults to 0, cannot be changed.

12. Under the Compensation column fill in the following fields:

a. Total Amount

i. Auto-calculates and auto-fills based on information entered within the Quantity and Assigned Unit Rate fields under the Units column.

ii. If ending a PAP, update this field to mirror the Paid to Date field located under the Payments column.

b. Currency

i. Defaults to USD

c. Costing Overrides

i. To assign costing allocations to FAS Accounts/Sub Accounts other than those specified on the position, click the hyperlinked zero (0) located within an oval.

1. A costing allocation table will appear with Default FAS Account and Sub-Account numbers. You can override the default accounts by following the below steps.

a. Under the Worktags column, use the Hamburger Menu to select the new FAS Account and/or Sub-Account numbers.

i. To add multiple FAS Account and/or Sub-Account numbers, select the plus sign icon in the top-left corner of the costing allocation table. This will create a new line of data in which you can add different account numbers under Worktags.

ii. To remove FAS Account and/or Sub-Account numbers, select the minus sign icon on the left side of the table.

b. Under the Percent column or the Amount column, input the appropriate distribution percentage or amounts for the accounts at-hand until the full amount of the PAP has been allocated. Amount Remaining located in the top-right corner of the table needs to reflect as 0.00 before moving forward.

c. Select Done to save costing allocation overrides. The zero in the oval will now update to the number of account overrides added.

ii. If correcting a PAP (Change Funding Source sub-reason code), update FAS Account(s)/Sub-Account(s), as needed.

13. Within the Payments column fill in the below fields.

a. Start Date

i. Select the date in which payment should be effective. Align this with the start date of the pay period to ensure costing overrides are recognized in payroll. View Payroll Paydates here, near the bottom of the page.

ii. Avoid the use of a payment start date in the past.

b. End Date

i. Select the date in which payment should end. Align this with the end date of the pay period to ensure costing overrides are recognized in payroll.

ii. If ending a PAP, End Date should be the last day of the last pay period the employee will receive PAP.

c. Do Not Pay checkbox

i. If ending a PAP, checkmark this box to prevent the remaining balance from being paid out.

ii. Student Employees: Check this box when making an on-demand payment. An on-demand payment is when a student needs to get paid as soon as possible for various reasons, including catch-up payments. The request routes to a Student Employment Administrator for approval.

d. Customize # Payments button (optional)

i. Each payment will distribute evenly using the same payment amounts each time. If payments need to be customized to reflect different payment amounts for each payment, click the Customize # Payments button.

1. A Customize Payments table will populate showcasing a unique row for each of the payments scheduled during the timeframe of the PAP.

2. The Scheduled Payment Date column indicates the date in which payment will be made. This is not modifiable.

3. The Payment Amount column defaults with evenly distributed amounts for each payment. Click into each individual payment that requires modification and enter the new Payment Amount.

4. Amount To Distribute located in the top-right corner of the table needs to reflect as 0.00 before moving forward.

5. Select Done to save payment customizations.

e. Remaining Balance

i. Auto-populates. Indicates amount of PAP that still needs to be paid out.

f. Paid to Date

i. Auto-populates. Indicates amount of PAP that has already been paid out.

14. To add additional period activity pay assignments, click the plus sign in the top-left corner of the PAP table and then return to step 9 within this section to complete steps for the new PAP.

15. Once all PAP are added within the table, select Submit. The process will route to the following, based on employee type:

a. Exempt Student employees route to Student Employment Administrators.

b. Temporary Staff/Seasonal employees route to the Budget Partner.

c. Lab School union employees route to the Budget Partner and then Data Management Specialists.

d. Academic employees route to the Academic Compensation Administrator.

16. Once PAP is approved, it will be visible within the employee’s record. See the Viewing Period Activity Pay Assignments section of this document for more information.