Fellow/Trainee Stipend Payments

Overview

All non-service Fellow/Trainee appointments must be reviewed using the Non-service Job Aid form to help determine whether a non-service appointment is appropriate. The non-service Job Aid should be uploaded as an attachment in Workday and stored in the employee's personnel file.

Fellow/Trainee stipend payments are processed through Period Activity Pay (PAP) lump sum in Workday. Below are the non-service titles and job codes which get processed through PAP:

Non-Service Titles and Job Codes
Title	Job Code
Graduate Intern/Trainee	PD001
Postdoctoral Fellow	PD003
Postdoctoral Trainee	PD004
Advanced Opportunity Fellow	SA001
Fellow	SA002
Trainee	SA013

Payment Calculations for Fellows/Trainees

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. Because award dates often do not align with standard Pay Period dates (for example. September 1 to August 31), prorating ensures payments reflect the true start and end dates of the appointment and remain consistent with how other salaried employees are paid.

Some benefits of prorating the amounts based on the start and end dates of the appointment include preventing unusually large payments when a Fellow/Trainee transitions between positions with overlapping dates, resulting in less pay among the remaining paychecks. It also creates a smoother and more predictable payment experience, particularly for individuals who may transition to/from an employee role.

If payments need to be customized, the Fellow/Trainee PAP Calculator can help determine prorated amounts.

The calculated amounts can be used when entering the PAP.

The following sections provide instructions on how to create Fellow/Trainee positions, enter the PAP, and how to utilize the Fellow/Trainee PAP Calculator.

Create Position & Hire Worker

Follow the Period Activity Pay (PAP) HR Guide for detailed Workday processing instructions. Key reminders when creating positions and hiring workers for Fellow/Trainees:

When Creating a Positing and Hiring the Worker
1. Effective Dates: Activity Dates and Payment Dates should match the award terms.
2. Compensation Basis: Must be one of the following (effects benefits eligibility).
  - 9-Month
  - 12-Month
3. Pay Rate Type: Period Activity Pay
4. Salary: Remove any salary amounts (or Plan Assignments) that appear. See step-by-step instructions below.

How to Remove Plan Assignment
Step 1: Review Plan Assignment section	If a plan assignment exists, it should be removed. To remove the salary plan, click on the three dots.
Step 2: Remove Salary Plan	Click Remove If Remove is not an option, then select Undo All Edits. Once you do that, then select the three dots again and select Remove.
Step 3: Review	Confirm that no salary is being displayed and/or all salary plans have been removed.

Enter PAP & Customize Payments

After the position has been setup and the worker has been hired, it should automatically launch the PAP. PAPs can also be initiated through the standalone business process. Follow the Period Activity Pay (PAP) HR Guide for detailed Workday processing instructions.

Key reminders when entering PAP entries:

Customize Payments: PAP's allow for biweekly payment customization. Use the Fellow/Trainee PAP Calculator for prorating stipends based on effective dates.
1. 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.
2. Calculators to help determine prorated amounts and what to enter into the PAP:
  1. Fellow/Trainee PAP Calculator (12-Month)
  2. Fellow/Trainee PAP Calculator (9-Month)

About 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.

How Amount is Calculated: For stipends covering less than a full year, use the calculator to determine the total stipend amount. Amounts are calculated based on the compensation basis:

12-Month Calculator - uses a 360-day calendar (30 days per month). This approach aligns with how the National Institutes of Health (NIH) disburses payments.
9-Month Calculator - uses a 273-day calendar (19.5 biweekly pay periods * 14 days = 273 days), which is the number of days in an Academic Year.

How Payment is Disbursed: 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 distribution differs from how Workday calculates salaries for employees, which are based on 10 days in a biweekly pay period.

Using the Fellow/Trainee PAP Calculator
Step 1: Enter Annualized Award Amount	Put the full Annualized Award Amount in cell C5.
Step 2: Enter Start & End Dates	Put the award dates in cells C6 (start date) and C7 (end date). IMPORTANT: If this is a 9-Month appointment and using the 9-Month calculator, then the start and end dates must be within one Academic Year.
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.