Period Activity Pay (PAP)

From the Workday landing page, enter and select Create Position in the search box

1. Select the Supervisory Organization
2. Click OK

1. Enter the required information into Create Position
   1. Position Request Reason: PAPs are typically 'New Position', 'Summer Session' or 'Summer Service'
   2. Job Posting Title: Equivalent to Business Title
   3. Number of Positions: Typically only one, but can be more if you have multiple positions
      • If multiple positions:
        • Should have the same Job Profile and Supervisory Organization. Some details can be modified for the individual workers when adding the job later in the process.
        • Each position will require individual approval after submitted. For example, three positions would generate three separate approvals
   4. Availability Date: Recommended to use today's date. You will not be able to add the job until on or after the Availability Date.
   5. Earliest Hire Date: Recommended to use today's date. You will not be able to make the job effective until on or after the Earliest Hire Date.
   6. Job Profile: Select the most appropriate option based on consultation of the Standard Job Description Library
   7. Location: Enter the four digit campus location where the individual will be doing their work
   8. Worker Type: Employee
   9. Worker Sub-Type: PAPs are typically 'Terminal (Fixed Term)'
   10. Scheduled Weekly Hours: Enter the number of hours the individual is expected to work each week, if known. This value will automatically calculate and populate an FTE. Note: Entering scheduled hours does not trigger payment. 
   11. Difficulty to Fill: Will default based on Job Profile. Ensure correct reason is selected.
   12. Available for Overlap: Check this box if more than one person can be under this position number for a period of time.
2. Enter Comment
3. Add Attachment (optional)
4. Click Submit

Once the 'Create Position' business process is submitted, the 'Change Organization Assignments' task will be sent to the initiator.

1. Under the 'Other' section of 'Change Organization Assignments', update:
   1. Compensation Basis: Select the appropriate reason. PAPs are typically '12 Month', '9 Month', or 'Summer'
   2. Position of Trust: Select the appropriate reason based on the work the employee will be doing.
2. Enter Comment
3. Add Attachment (optional)
4. Click Submit

Once the 'Change Organization Assignments' business process is submitted, the 'Default Compensation' task will be sent to the initiator.

1. In 'Default Compensation Change', scroll to the 'Salary' section and update the 'Assignment Details' amount
   1. Note: This amount is not driving any payments. That will come at a later step.
2. Frequency will default to Period Activity Pay
3. Enter Comment
4. Click Approve

The business process will now continue through the approval process to the Position Budget Manager and HR Partner (Supervisory) for approval. The request can also be sent back, and additional approvers can be added.

Finally, once the position is approved, the Cost Center Accounting Specialist will receive a task to enter default position funding.

Once you are in the employee's Worker Profile:

1. Select Actions
2. Select Job Change
3. Select Add Job. The Worker will populate based on the employee profile.
4. Confirm Worker
5. Select Supervisory Organization
   1. This should match the Supervisory Organization used when creating the position
6. Click OK

1. Enter the required information into Add Job
   1. Effective Date: Enter effective date
      1. This date should be the date the work starts.
   2. Reason: Select appropriate reason
      1. If an overload payment falls under multiple categories, always use 'Overload' as the reason
   3. Position: Select the position that was created
      1. This will auto-populate the Employee Type, Job Profile, Location, Pay Rate Type, and Scheduled Weekly Hours. Adjust information, if needed.
      2. If you do not see the position available, check that the Supervisory Organizations match and that the position created is in 'Completed' status
   4. Time Type: Select 'Full time' or 'Part time'
   5. Scheduled Weekly Hours: Update if different from what was listed in Create Position
2. Enter End Employment Date
3. Enter Comment
4. Add Attachment (optional)
5. Click Submit

1. Select Academic Period
   1. Note: If the PAP covers more than one academic/calendar/fiscal period, select the Academic Period which aligns with the begin date of the PAP
2. Ensure Period Activity Rate Matrix is selected
3. Click OK

1. Enter the Period Activity Pay details
   1. Reason: Select appropriate reason. Below are common reasons for PAPs and when to use them:
      1. New Hire - If person is in Workday but does not have an active job
      2. New Assignment - If person is in Workday and they have an active job
      3. Overload - For all Overloads
         1. Note: If an overload payment falls under multiple categories, always use 'Overload' as the reason. 
   2. Activity: Select appropriate reason
   3. Comment: Summarize the amount of the PAP, why the payment is being made, dates it covers and other relevant information.
   4. Activity Dates: Enter activity dates
      1. These dates can match the dates that the actual work is being done
      2. Note: The Payment Dates need to be within the Activity Dates in order for the PAP to pay
   5. Reportable Hours: Add expected number of hours worked
      1. This field is required for employees who are not currently benefits eligible. These hours do not get paid but they are used for effort reporting.
   6. Units: This will update when the Total Amount is entered under the 'Compensation' section
      1. Quantity is typically one. If you have more than one, it will multiply the quantity by the 'Assigned Unit Rate' and auto-populate in the 'Total Amount' box.
   7. Compensation: Should include the total amount of the PAP
      1. Costing Overrides (optional): Using the Costing Overrides button, update the funding allocation(s) if appropriate.
   8. Payments: Should be the effective start/end dates of when the payments should occur. Make sure 'Do not pay' box is left unchecked and the dates are within the Activity Dates.
2. Customize Payments (optional)
3. Enter Comment
4. Add Attachment (optional)
5. Click Submit

Once submitted, the Compensation Partner (Supervisory) will receive a task to approve* and generate the document for the PAP to inform the employee. 

Note: The letter generation step is optional for all employee types. Use the Skip This Task option if a document should not be generated.

*Some lump sum payment requests may require review/approval by the CCoE. Please see a full list of lump sum types and CCoE contacts listed in our Workday – CCoE Ad Hoc Approval

Once you are in the employee's Worker Profile:

1. Select Actions
2. Select Compensation
3. Select Manage Period Activity Pay Assignments

1. Enter the required information into Manage Period Activity Pay Assignments
   1. Effective Date: Enter effective date
      1. This date should be the date the work starts.
   2. Employee: Ensure correct employee is selected
   3. Academic Period: Select Academic Period
      1. Note: If the PAP covers more than one academic/calendar/fiscal period, select the Academic Period which aligns with the begin date of the PAP.
2. Ensure Period Activity Rate Matrix is selected
3. Enter Quick Entry Choices (optional). This information will flow into the PAP.
4. Click OK

1. Enter the Period Activity Pay details
   1. Reason: Select appropriate reason. Below are common reasons for PAPs and when to use them:
      1. New Hire - If person is in Workday but does not have an active job
      2. New Assignment - If person is in Workday and they have an active job
      3. Overload - For all Overload
         1. Note: If an overload payment falls under multiple categories, always use 'Overload' as the reason. 
   2. Activity: Select appropriate reason
   3. Comment: Summarize the amount of the PAP, why the payment is being made, dates it covers and other relevant information.
   4. Activity Dates: Enter activity dates
      1. These dates can match the dates that the actual work is being done
      2. Note: The Payment Dates need to be within the Activity Dates in order for the PAP to pay
   5. Reportable Hours: Add expected number of hours worked
      1. This field is required for employees who are not currently benefits eligible. These hours do not get paid but they are used for effort reporting.
   6. Units: This will update when the Total Amount is entered under the 'Compensation' section
      1. Quantity is typically one. If you have more than one, it will multiply the quantity by the 'Assigned Unit Rate' and auto-populate in the 'Total Amount' box.
   7. Compensation: Should include the total amount of the PAP
      1. Costing Overrides (optional): Using the Costing Overrides button, update the funding allocation(s) if appropriate.
   8. Payments: Should be the effective start/end dates of when the payments should occur. Make sure 'Do not pay' box is left unchecked and the dates are within the Activity Dates.
2. Customize Payments (optional)
3. Enter Comment 
4. Add Attachment (optional)
5. Click Submit

Once submitted, the Compensation Partner (Supervisory) will receive a task to approve* and generate the document for the PAP to inform the employee. 

Note: The letter generation step is optional for all employee types. Use the Skip This Task option if a document should not be generated.

*Some lump sum payment requests may require review/approval by the CCoE. Please see a full list of lump sum types and CCoE contacts listed in our Workday – CCoE Ad Hoc Approval

Once you are in the employee's Worker Profile:

1. Select Actions
2. Select Compensation
3. Select the Historical Activity Pay tab
4. Click on View Assignment Details button 
5. Record the necessary information of the Period Activity Pay Assignments that will be edited or ended:
   1. Effective Date
   2. Academic Period Dates

Once you are in the employee's Worker Profile:

1. Select Actions
2. Select Compensation
3. Select Manage Period Activity Pay Assignments

1. Enter the required information into Manage Period Activity Pay Assignments
   1. Effective Date: Enter effective date from the current PAP
   2. Employee: Ensure correct employee is selected
   3. Academic Period: Select Academic Period for the current PAP
2. Ensure Period Activity Rate Matrix is selected
3. Click OK

1. Select appropriate 'Reason'
   1.  Select either Adjust Activity Pay or End Activity Pay with ending Job
      1. For details about which reason to use and for best practice on how to pay out or forfeit a PAP balance when a job ends, see Manage Period Activity Pay (PAP).
2. Adjust the appropriate PAP detail fields as needed
   1. If adjusting the amount of the PAP, enter the amount which should have been paid from the start date of the PAP. As long as the effective date and Academic Period dates match the initial PAP, then it should calculate any retro which did not get paid to the employee yet but should have.
3. Customize Payments (optional)
4. Enter Comment to summarize why the payment is being adjusted and/or other relevant information
5. Add Attachment (optional)
6. Click Submit

Once submitted, the Compensation Partner (Supervisory) will receive a task to approve* and generate the document for the PAP to inform the employee. 

Note: The letter generation step is optional for all employee types. Use the Skip This Task option if a document should not be generated.

*Some lump sum payment requests may require review/approval by the CCoE. Please see a full list of lump sum types and CCoE contacts listed in our Workday – CCoE Ad Hoc Approval