This document explains how Human Resources Partners (HRPs) can request a One-Time Payment in Workday.
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· A 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 organization assignments
· Requesting a One-Time Payment can be initiated on an ad-hoc basis.
· A One-Time Payment Plan of Sign On Bonus requires an attachment.
· 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 screen is required. Details on why the payment is being administered should be entered into this field.
· A One-Time Payment can also be used for any payments dated after the date of termination (such as a settlement). These payments cannot be processed in the next on-cycle payroll due to the termination, which helps prevent overpayment to employees no longer working at UChicago. Therefore, one-time payments processed after the termination date MUST be submitted using the One-Time Payment > On Demand Payment category. Submitting an on demand one-time payment ensures the request is routed to Payroll, who will review and issue the payment to the former employee as an off-cycle payment.
· When terminating an employee, if the Primary Reason is Involuntary > Layoff (with severance), a One-Time Payment task is generated and routed to the Recruitment and Retention Specialists.
· An Academic HRP can initiate 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. In the initial Request One-Time Payment screen, 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. 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 (required).
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 requires on demand payment, ensure 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 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 One-Time Payment Plan. (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. If using COA, complete the Entity, Cost Center, Fund, and Purpose columns. Within the Additional Worktags column are options to add the Activity, Program, and Site, if applicable.
b. If using POETAF, leave the Entity, Cost Center, Fund, and Purpose columns blank. Within the Additional Worktags column, select options for the Funding Source, Grant, PPM Projects, and Task.
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.