Overview
Fellow/Trainee stipend payments are processed through Period Activity Pay (PAP) lump sum in Workday. By default, the PAP will distribute the stipend amount evenly across all pay periods within the payment dates. If payments are not customized, payments will not prorate to match the start and/or end date of the appointment.
Schools, colleges, and divisions may choose to prorate payments based on appointment dates, rather than have the payments spread evenly across pay periods. As award dates are often times outside of the Pay Period dates (e.g. September 1 to August 31), prorating to the start and end dates of the appointment provides consistent payment similar to other salaried employees. If payments need to be adjusted, the Fellow/Trainee PAP Calculator can be used.
All non-service Fellow/Trainee appointments must be reviewed using the Non-service Job Aid form, which should be attached in Workday and stored in the employee's personnel file.
| Title | Job Code |
|---|---|
| Graduate Intern/Trainee | PD001 |
| Postdoctoral Fellow | PD003 |
| Postdoctoral Trainee | PD004 |
| Advanced Opportunity Fellow | SA001 |
| Fellow | SA002 |
| Trainee | SA013 |
Processing in Workday
Follow the Period Activity Pay (PAP) HR Guide for detailed Workday processing instructions. Key reminders for Fellow/Trainee PAP entries:
- Effective Dates: Activity Dates and Payment Dates should match the award terms.
- Customize Payments: PAP's allow for biweekly payment customization. Use the Fellow/Trainee PAP Calculator for prorating stipends based on effective dates.
- If no customization's are made, the total amount will be evenly distributed across all pay periods, even if the appointment covers only part of a pay period.
Using the Fellow/Trainee PAP Calculator
The step-by-step instructions below explain how to use the Fellow/Trainee PAP Calculator which helps calculate biweekly payroll amounts when stipends need to be prorated based on start and end dates. If the start or end date falls outside of regular pay period dates, the first and last payments(s) may be less than the standard amount.
For stipends covering less than a full year, amounts are calculated using a 360-day calendar (30 days per month). This approach aligns with how the National Institutes of Health (NIH) disburses payments. Use the Prorated Stipend Calculator to determine the total stipend amount.
While the stipend amount is based on a 360-day calendar, payment disbursement follows a 365-day calendar with 14 days in a biweekly pay period. The PAP Calculator helps determine how these payments are spread across pay periods based on the start and end dates.
Note: This process differs from how Workday calculates salaries for employees, which are based on 10 days in a biweekly pay period.
| Step 1: Enter Annualized Award Amount |
Put the full Annualized Award Amount in cell C5.
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|---|---|
| Step 2: Enter Start & End Dates |
Put the award dates in cells C6 (start date) and C7 (end date).
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Step 3: Enter PAP in Workday |
Use the determined biweekly stipend amounts listed in column G when customizing the PAP payments. The Total Amount should be the full prorated award amount based on start and end dates.
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Additional Resources
Questions?
For questions, contact your HR Representative in your school, college, or division.