Overview
Overload payments are short-term payments made to exempt employees working above a combined full-time equivalent (FTE) of 1.0 (40 hours per week) outside of their regular work responsibilities. Generally, overloads do not last longer than 6 months.
Processing in Workday
Overloads can be added for payment in Workday in multiple ways:
- If the additional work is appropriate to the individual's current title:
- Paid on existing job by adding Period Activity Pay (PAP)
- If the additional work does not align with the individual's current title, or is performed at a different School/College/Division/UW Institution:
- Paid on concurrent job as Period Activity Pay (PAP)
- Paid on concurrent job with a Full Time Equivalent (FTE) assigned (requires a recruitment waiver)
Note: If adding an overload for an Hourly or Non-Exempt employee, it is recommended you hire as a concurrent Temporary Employee (TE) job to ensure the employee is paid time and a half (via overtime or compensatory time)
Overload on Existing Job - Lump Sum (PAP)
If the additional work is appropriate to the individual's current title, and it's being paid in the same School/College/Division/UW Institution, then it can be paid on the employee's current appointment by adding PAP.
Adding Overload on Existing Job: Period Activity Pay (PAP)
| Workday Processing Guides | Manage Period Activity Pay (PAP) |
|---|---|
| Business Process | |
| What roles can initiate? |
Manage PAP: Compensation Partner (Local), Compensation Partner (Supervisory), HR Executive (Supervisory), HR Partner (Local), HR Partner (Supervisory), HR Process Coordinator (Supervisory) UW, HR Process Coordinator (Unconstrained) UW |
Essential Fields: Manage Period Activity Pay (PAP)
| Academic Period | Select appropriate Fiscal Year, Semester, or Academic Year |
|---|---|
| All Activities | PAP - Period Activity Pay > OVL-Service-Related Payment (Overload) |
| Start Date | Start Date of the overload |
| End Date | End Date of the overload |
| Reason | Period Activity > Add Activity Pay > Overload |
| Total Amount | Amount you would like paid between Start and End Date |
| Customize Payments | Allows you to view the breakdown of payment(s) and adjust as needed based on the bi-weekly payroll schedule |
| Comment (required) | Provide Overload Details and Justification |
Overload on Concurrent Job - Lump Sum (PAP)
If the additional work does not align with the individual's current title, or is performed at a different School/College/Division/UW Institution, then it can be paid on a concurrent job either through PAP or an assigned FTE. The information below identifies the Workday business processes and essential fields needed for paying an overload on a concurrent job via lump sum (PAP).
Adding Overload on Concurrent Job: Lump Sum (PAP)
| Workday Processing Guides | Create a Job Requisition then Add Additional Job |
|---|---|
| Business Process(es) | Job Requisition - Post Job then Add Additional Job |
| What roles can initiate? |
Create a Job Requisition: Recruiter (Local), Recruiter (Supervisory), Manager Recruiter Lite UW Add Additional Job: HR Executive (Local), HR Executive (Supervisory), HR Partner (Local), HR Partner (Supervisory), HR Process Coordinator (Supervisory) UW |
Essential Fields: Job Requisition
| Reason | New Position > New Position |
|---|---|
| Recruiting Instruction | Posting Not Required |
| Recruiting Start Date | Align with the Start Date of the overload |
| Target Hire Date | Align with the Start Date of the overload |
| Target End Date | Align with the End Date of the overload |
| Job Posting Title | This is the Business Title. Include either OVL or Overload in the business title to easily identify the job. |
|---|---|
| Job Profile | Select the Job Profile/Title for the job |
| Worker SubType | Terminal (Fixed Term) |
| Primary Location | Building Code |
| Scheduled Weekly Hours | 0 |
| Employee Contract Type | Fixed |
| Compensation Basis | 12 Month |
|---|
| Salary Section | Amount of the overload |
|---|---|
| Frequency | Period Activity Pay |
| Actual End Date | End Date of overload |
Essential Fields: Add Additional Job
Most values pull in from the Job Requisition and job
| Effective Date | Start Date of the overload |
|---|---|
| Reason | Add Additional Employee Job > Overload |
| Position | Select the Job Requisition you created in the first step |
| Employee Type | Terminal (Fixed Term) |
| Time Type | Part Time |
| Pay Rate Type | Period Activity Pay |
| Scheduled Weekly Hours |
0 Note: Do not specify a working FTE |
| Compensation Basis | 12 Month |
| Annual Work Period | Leave blank |
| Disbursement Plan Period | Leave blank |
| End Employment Date | End Date of overload |
| Comment or Attachment (required) | Provide Overload Details and Justification |
| Academic Period | Select appropriate Fiscal Year, Semester, or Academic Year |
|---|---|
| Reason | Period Activity > Add Activity Pay > Overload |
| Activity | PAP - Period Activity Pay > OVL-Service-Related Payment (Overload) |
| Start Date | Start Date of the overload |
| End Date | End Date of the overload |
| Total Amount | Amount you would like paid between Start and End Date |
| Customize Payments | Allows you to view the breakdown of payment(s) and adjust as needed based on the bi-weekly payroll schedule |
| Comment | Provide Overload Details and Justification |
| Note |
|
Overload on Concurrent Job - FTE
If the additional work does not align with the individual's current title, or is performed at a different School/College/Division/UW Institution, then it can be paid on a concurrent job either through PAP or an assigned FTE. The information below identifies the Workday business processes and essential fields needed for paying an overload on a concurrent job via FTE.
Adding Overload on Concurrent Job: FTE
| Workday Processing Guides | Create a Job Requisition then Add Additional Job |
|---|---|
| Business Process(es) | Job Requisition - Post Job then Add Additional Job |
| What roles can initiate? |
Create a Job Requisition: Recruiter (Local), Recruiter (Supervisory), Manager Recruiter Lite UW Add Additional Job: HR Executive (Local), HR Executive (Supervisory), HR Partner (Local), HR Partner (Supervisory), HR Process Coordinator (Supervisory) UW |
Essential Fields: Job Requisition
| Reason | Recruitment Waiver > Select Appropriate Waiver Reason |
|---|---|
| Recruiting Instruction | Posting Not Required |
| Recruiting Start Date | Align with the Start Date of the waiver and overload |
| Target Hire Date | Align with the Start Date of the waiver and overload |
| Target End Date | Align with the End Date of the waiver and overload |
| Job Posting Title | This is the Business Title. Include either OVL or Overload in the business title to easily identify the job. |
|---|---|
| Job Profile/td> | Select the Job Profile/Title for the job |
| Worker SubType | Terminal (Fixed Term) |
| Primary Location | Building Code |
| Scheduled Weekly Hours | Amount of hours per week out of 40, ensuring compliance with the Overload Policy and waiver reason (e.g. 10% = 40 * .10 = 4 hours) |
| Employee Contract Type | Fixed |
| Compensation Basis |
12 Month for Annual Job; or 9 Month for Academic Job |
|---|
| Salary Section | Amount of the full-time salary (payment will be calculated based on FTE and duration) |
|---|---|
| Frequency | Annual or Academic |
| Actual End Date | End Date of overload and waiver |
Essential Fields: Add Additional Job
Most values pull in from the Job Requisition and job
| Effective Date | Start Date of the overload |
|---|---|
| Reason | Add Additional Employee Job > Overload |
| Position | Select the Job Requisition you created in the first step |
| Employee Type | Terminal (Fixed Term) |
| Time Type | Part Time |
| Pay Rate Type | Salary |
| Scheduled Weekly Hours | Amount of hours per week out of 40, ensuring compliance with the Overload Policy and waiver reason (e.g. 10% = 40 * .10 = 4 hours) |
| Compensation Basis |
12 Month for Annual Job; or 9 Month for Academic Job |
| Annual Work Period |
If 12 Month, leave blank; or if 9 Month, UW-Madison 9-Month |
| Disbursement Plan Period |
If 12 Month, leave blank; or if 9 Month, UW-Madison 9-Month |
| End Employment Date | End Date of overload |
| Comment or Attachment (required) | Provide Overload Details and Justification |
| Amount | Amount of the full-time salary (payment will be calculated based on FTE and duration) |
|---|---|
| Frequency | Annual or Academic |
| Actual End Date | End Date of the overload and waiver |
| Note |
|
Additional Resources
- Overload Tip Sheet
- Payment for Additional Temporary or One Time Work
- Hiring Bonus Program
- Faculty Teaching Overload Form
- Inter-Institutional Overload Form
- Lump-Sum Pay Basis Appointments, HR Policy UW-5004
- Overload, HR Policy UW-5031
Questions?
Contact compensation@ohr.wisc.edu.