This document explains how Human Resources Partners (HRPs) can request a One-Time Payment in Workday.
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· The One-Time Payment can be used for payments upon hire such as sign-on bonuses, housing one-time payments, and postdoctoral fellow supplements. One-Time Payments can also be used post-hire for spot bonuses or referral bonuses.
· To complete this business process, you need the following information:
· Date of payment
· Amount of One-Time Payment
· Reason for One-Time Payment
· Funding information (COA or POETAF) if it differs from the default organizational assignments
· Requesting a One-Time Payment can be initiated on an ad-hoc basis.
· A One-Time Payment with the Reason Sign On Bonus requires an attachment.
· In the case of a One-Time Payment for the Reason Layoff with Severance, a To-Do step to complete a One-Time Payment will route to the Data Management Specialists to complete the One-Time Payment during the Termination process.
· When terminating an employee, if the Primary Reason is Involuntary > Layoff (with severance), a One-Time Payment task is generated and routed to the Data Management Specialists.
· To administer a one-time payment, a position in your supervisory organization needs to be available.
· The Additional Information field in the One-Time Payment form is required. Details on why the payment is being administered should be entered into this field.
· An Academic HRP can initiate a One-Time Payments for academic employees who sit in a supervisory organization outside of the ones they are responsible for.
· The business process routes through the Academic HR Partner of the primary supervisory organization and through the Budget Partner for approval prior to reaching the Provost’s Office.
· All information required for the Provost’s Office to approve the One-Time Payment must be included in the Additional Information section and/or attached at the initiation step of the One-Time Payment business process.
1. Log into Workday using your CNetID 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. Select 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, select the Actions button under the employee’s name and title to display the menu of available Actions. Hover over Compensation and choose Request One-Time Payment.
4. Enter the Effective Date. The Employee field will pre-populate. If an employee has more than one position, then a Position field will be available.
a. Use the Hamburger Menu (icon with three dots and three dashes) to select the position requiring a compensation change. Select OK.
5. Under the One-Time Payment Summary section, select the pencil icon to edit and enter the Employee Visibility Date (optional) and Reason.
a. The Employee Visibility Date controls when the employee will be able to see the compensation transaction in their Bonus & One-Time Payment History. This date will default to the Effective Date if one is not entered.
b. If the one-time payment will require on demand payment, ensure that the Reason being selected is in the One-Time Payment > On Demand Payment category.
6. Select the Checkmark icon in the top-right corner of the One-Time Payment Summary section to save.
7. Under the One-Time Payment section, select Add. Default Organizational Assignments will display at the top of the section.
8. Choose the One-Time Payment Plan of choice.
a. This should reflect why payment is being issued (sign-on bonus, severance, performance, etc.).
b. For academic employees, select Academic Extra Service.
9. The Scheduled Payment Date auto-fills. based on the Effective Date.
a. Note: For Regular Payroll Cycle requests, a note under the Scheduled Payment Date field will indicate the actual date the one-time payment will pay out based on the workers assigned pay group.
10. After you’ve chosen the One-Time Payment Plan an Amount field will populate; input the amount of the one-time payment. Confirm that the Currency is accurate.
11. The Send to Payroll checkbox defaults to checked.
a. If On Demand Payment, uncheck the checkbox. This will ensure the process is sent to the Payroll Office for on demand processing and prevent the payment from being included in the regular pay cycle.
b. If Regular Payroll Cycle payment, keep the box checked.
12. In the Additional Information field add details regarding the reason for the payment. (required)
13. Under Supporting Information, if funding differs from the default Organizational Assignments displayed at the top of the One-Time Payment section, enter the new COA or POETAF information. Otherwise, the one-time payment will be funded through the default Organizational Assignments.
a. For COA:
i. Within the Entity column, select the legal organizational unit or major institutional unit responsible for covering costs, using the Hamburger Menu.
ii. Within the Cost Center column, select the units/departments responsible for covering costs, using the Hamburger Menu.
iii. Within the Fund column, select the type of funding, using the Hamburger Menu.
iv. Within the Purpose column, select the institutional function, using the Hamburger Menu.
v. Within the Additional Worktags column are options to add the below information associated with the costing allocation.
1. Activity – a specific undertaking, event, occurrence, initiative, etc., that generates revenue and/or incurs expenses.
2. Program – formal, ongoing, sets of activities conducted by academic and administrative units.
3. Site – operational location.
b. For POETAF:
i. Leave the Entity column blank.
1. In the rare case when a worker is paid out of a project that has an organization different from the worker’s default organizational assignments, this field requires completion.
ii. Leave the Cost Center column blank.
1. In the rare case when a worker is paid out of a project that has an organization different from the worker’s default organizational assignments, this field requires completion.
iii. Leave the Fund column blank.
iv. Leave the Purpose column blank.
1. In the rare case when a worker is paid out of a project that has an organization different from the worker’s default organizational assignments, this field requires completion.
v. Within the Additional Worktags column, select options for the following fields:
1. Funding Source – “pot of money” allotted for a specific Project number.
2. Grant – the award number associated to the project. A project can have more than one award number.
a. Grants subject to salary caps will require additional data entry as indicated by a badge (icon represented by a circle with a number in it) that will appear under the Salary Over the Cap column, once the award number is entered. If a worker’s costing exceeds the federal salary cap amount for that month, the amount over the cap will be placed into the worktag combination specified in the Salary Over the Cap badge. If a worker’s salary is capped, the overage must be charged to a COA.
3. PPM Projects – project number worker is supporting.
4. Task – task number associated with Project number that worker is supporting.
14. Once payment information is entered select Submit to route the process for the appropriate approvals.
a. For academic employees, the process routes through the Academic HR Partner and Budget Partner. Final approval routes to the Provost’s Office Academic Compensation Administrator before the payment is complete.