This document explains how Human Resource Partners (HRPs) can view and manage Period Activity Pay (PAP) in Workday. This includes adding, correcting, and ending Period Activity Pay and includes adding a Summer Salary.
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· Period Activity pay is used to pay a lump-sum over a period of time. It is administered outside of the formal Compensation Package.
· The lump sum payment will be equally distributed over the pay cycles included in the payment timeframe unless otherwise indicated through the Customize # Payments button.
· Period Activity Pay cannot be used for non-union staff employees, non-exempt students, non-exempt temporary/seasonal positions, or for any positions located outside the U.S. It is an option ONLY for the following employee types within the U.S.:
· Exempt Student employees
· Exempt Temporary Staff/Seasonal employees
· If a temporary/seasonal worker holds an additional position that is non-exempt, but their primary position is exempt, the additional position will be paid monthly and could be paid via PAP.
· Lab School union employees
· Academic employees
· 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
· If funding differs from the default organization assignments, Costing Allocation information: This includes the Chart of Account (COA) and/or Project Cost Collection Segments (POETAF) that will fund the position as well as the earning and distribution percentages, if more than one funding source is used.
· The Chart of Accounts (COA) is a 10-segment string of numbers used to track income and spending at the University.
· The 10 segments that make up the COA string are: Entity, Organization, Account, Fund, Purpose, Program, Activity, Site, Affiliate, and Future.
· These segments translate into Workday as worktags, which have the same name except for Organization, which is called Cost Center in Workday.
· Out of these 10 segments, there are two, Affiliate and Future which are not used within Workday and therefore are not required for data entry.
· Since Program, Activity and Site are secondary segments, not all COA values will include them, as they are not required for every transaction.
· Additionally, the Account worktag is automatically generated in Workday once payroll is run and is not required for data entry.
· Project Cost Collection Segments (POETAF) are accounting segments used to collect business transaction details for capital projects, individual awards and discretionary funds (IADF), grants, and other internal projects.
· POETAF comprises six specific segments: Project Number, Organization Type, Expenditure Type, Task, Award, and Funding Source.
· These segments are also translated into Workday as worktags. However, four of these segments will have different names in Workday: Project will be called PPM Projects, Organization will be Cost Center, Expenditure Type will be Account, and Award will be Grant.
· Also, the Account worktag is automatically generated in Workday once payroll is run and is not required for data entry.
· 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 ticket 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.
· 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
· Initiating Period Activity Pay Assignment from Employee Record
· Initiating Period Activity Pay Assignment from My Tasks
· Completing the Period Activity Pay Matrix
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 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. This option is only visible if current PAPs exist.
i. In the PAP search screen, under the Employee Selection section review the View As Of field, making any necessary changes using the calendar icon. Choose the Position. Next, under the Time Period or Date Range for this Report section complete either the Period or Date Range field. Select OK
1. Position may clear out when Time Period or Date Range is chosen. If this occurs, re-add Position and then select OK.
ii. In the Period Activity Pay Assignments screen, the Total Amount of PAPs is displayed at the very top-left corner. Below this is a View with Payment Details button followed by general PAP details and a table containing additional PAP details. Below the table is a View Historical Assignments button.
1. General PAP details include the Position, Period/Date Range, Total Scheduled (Amount), Total Amount Paid, and Remaining Balance.
2. Columns displayed in the table include Activity, Comment, Activity Start, Activity End, Unit, Qty (Quantity), Unit Rate, Scheduled, Paid to Date, Currency, and Payments.
a. For the Payments column, the number of payments is hyperlinked. Select the hyperlink to open a new window showing each individual payments’ Scheduled Date, Payment Amount, and Paid Date.
i. Alternatively, select the View with Payment Details button located immediately below the Total Amount at the top of the page to see this information.
b. If the PAP includes costing overrides, there will be a Costing Overrides column. Under the Costing Overrides column, select the oval containing a number to view costing allocations for the PAP. COA/POETAF information is located here. If no costing overrides exist, this column will not be visible.
3. Selecting the View with Payment Details button modifies the screen to the Period Activity Payment Details screen. See step 3b.
iii. To see historical PAPs, select the View Historical Assignments button. A table detailing the Academic Period, Organization, Total Scheduled Amount, and Currency for each historic assignment. Select the View Assignment Details button (see step 3a) or View with Payment Details button (see step 3b) to see additional information about each PAP.
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. This option is only visible if current PAPs exist.
i. In the PAP search screen, under the Employee Selection section review the View As Of field, making any necessary changes using the calendar icon. Choose the Position. Next, under the Time Period or Date Range for this Report section complete either the Period or Date Range field. Select OK
1. Position may clear out when Time Period or Date Range is chosen. If this occurs, re-add Position and then select OK.
ii. In the Period Activity Payment Details screen, general PAP details are displayed at the top followed by a table containing additional PAP details.
1. General PAP details include Employee, Supervisory Organization, Position, and Period/Date Range.
2. Columns displayed in the table include Activity, Activity Start, Activity End, Unit, Qty (Quantity), Unit Rate, Scheduled Amount, Paid to Date, Payment Amount, Scheduled Date, and Paid Date.
a. The Payment Amount, Scheduled Date, and Paid Date are displayed for the individual payments included with each PAP.
b. 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. IMPORTANT: 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.
*Standalone process – NOT part of the Hire or Add Job 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 select Manage Period Activity Pay Assignments.
4. In the new window, review the help text at the top and then under the Employee Selection complete the following:
a. Effective Date auto-populate to today’s date. This can be updated to a date in the future, but never backdated.
b. Employee field auto-populates. 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 complete the following:
a. Select the Academic Period in which PAP will take place.
b. Period Activity Rate Matrix auto-fills to UChicago once an Academic Period is selected. Do not change this.
6. The Quick Entry Choices section is optional. If information is entered here, it auto-populates on the next screen for the Activity, Activity Start Date, and Activity End Date fields. If no information is entered here, the HRP can 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.
*Part of the Hire or Add Job business process - NOT Standalone process
1. Log into Workday using your CNetID and password.
2. Navigate to My Tasks in the top-right corner, as indicated by a tray icon.
3. Within My Tasks locate and open the Period Activity Pay task.
4. Within the task, the Effective Date will auto-populate.
5. Using the Hamburger Menu (icon with three dots and three dashes), select the Academic Period in which the PAP will take place.
6. Period Activity Rate Matrix field will auto-fill to UChicago once the Academic Period field is complete. 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.
8. In the top-left corner of the matrix use the Hamburger Menu to select a Reason. Options include:
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 the Activity field will auto-populate. If correcting or ending a PAP, skip this column.
a. Activity
i. Using the Hamburger Menu, select the activity in which PAP is needed.
b. Task (optional)
i. Note: Most activities do not have any available Tasks to choose from.
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 (e.g. “John is grading for Mr. Belvidere in the Math department of BSD”).
10. Under the Activity Dates column fill in the below fields. Activity Dates must be the dates the work was done. 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 under 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 under 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.
d. Default Unit Rate
i. Defaults to 0, cannot be changed.
12. Under the Compensation column review/edit 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 amount listed in 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 COA segments other than those specified on the position or to add POETAF values, select the hyperlinked zero (0) located within an oval.
1. A costing allocation table will appear with Default COA numbers. You can override the default accounts by following the below steps.
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.
c. 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.
d. 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 COA/POETAF information as needed.
13. Within the Payments column review/edit the below fields.
a. Start Date
i. Auto-fills based on Activity Start Date. Select the date in which payment should be effective. Align this with the start date of the worker’s 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. Auto-fills based on Activity Start Date. Select the date in which payment should end. Align this with the end date of the worker’s 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, select 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 payment will be made. This is not modifiable.
3. The Payment Amount column defaults with evenly distributed amounts for each payment. Select 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, select 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 PAPs 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 (reflects as HR Operations IS Input in the Process tab of the business process).
d. Academic and faculty employees route to the Budget Partner and then the Academic Compensation Administrator. For BSD, the process will route to the Lead Academic HR Partner from the Budget Partner before routing 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.