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)
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).
Overloads and overload payments must be approved by all parties before any work is performed. Approvals can be obtained directly in Workday and should be reviewed/approved by the employing/creating departments and divisions based on the sup orgs entered in Workday. Processing in Workday should automatically route to the appropriate people*. Note: Some overload requests may require review/approval by the CCoE. Please see a full list of overload types and CCoE contacts listed in our Workday – CCoE Ad Hoc Approval
If approval is needed before entering the transaction into Workday, then approval can be obtained via email prior to the work beginning. Information to assist with the review/approval include, but are not limited to:
- Employee Name
- Empl ID
- Position Number
- Current Sup Org
- Creating overload Sup Org
- Dates of overload request
- FTE or estimated number of hours working
- Amount of overload request
- Brief description of additional work
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 a PAP to the position.
Adding Overload on Existing Job: Period Activity Pay (PAP)
| Workday Processing Guides | 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. If the PAP covers more than one academic/calendar/fiscal period, select the Academic period which aligns with the begin date of the PAP. |
|---|---|
| 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 | Period Activity Pay (PAP) or Create Position |
|---|---|
| Business Process(es) | Create Position then Add Job |
| What roles can initiate? |
Create a Position: 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: Create Position
| Position Request Reason | Typically 'New Position', 'Summer Session' or 'Summer Service' |
|---|---|
| Job Posting Title | Equivalent to Business Title |
| Number of Positions | Typically only one, but can be more if you have multiple positions |
| Availability Date | Recommend using today's date. You will not be able to add the job until on or after the Availability Date. |
| Earliest Hire Date | Recommend using today's date. You will not be able to make the job effective until on or after the Earliest Hire Date. |
| Job Profile | Select the most appropriate option based on consultation of the Standard Job Description Library |
| Location | Enter the four digit campus location where the individual will be doing their work. |
| Worker Type | Employee |
| Worker Sub-Type | Terminal (Fixed Term) |
| Scheduled Weekly Hours | Enter the number of hours the individual is expected to work in overload status each week. This value will automatically calculate and populate an FTE. Note: Entering scheduled hours does not trigger payment. |
| Difficulty to Fill | Will default based on Job Profile. Ensure correct reason is selected. |
| Available for Overlap | Check this box if more than one person can be under this position number for a period of time. |
| 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 position.
| Effective Date | Start Date of the overload |
|---|---|
| Reason | Add Additional Employee Job > Overload |
| Position | Select the Position 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. If the PAP covers more than one academic/calendar/fiscal period, select the Academic period which aligns with the begin date of the PAP. |
|---|---|
| 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 Position |
|---|---|
| Business Process(es) | Create Position then Add Job |
| What roles can initiate? |
Create Position: 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: Create Position
| Position Request Reason | Typically 'New Position', 'Summer Session' or 'Summer Service' |
|---|---|
| Job Posting Title | Equivalent to Business Title |
| Number of Positions | Typically only one, but can be more if you have multiple positions |
| Availability Date | Recommend using today's date. You will not be able to add the job until on or after the Availability Date. |
| Earliest Hire Date | Recommend using today's date. You will not be able to make the job effective until on or after the Earliest Hire Date. |
| Job Profile | Select the most appropriate option based on consultation of the Standard Job Description Library |
| Location | Enter the four digit campus location where the individual will be doing their work. |
| Worker Type | Employee |
| Worker Sub-Type | Terminal (Fixed Term) |
| Scheduled Weekly Hours | Enter the number of hours the individual is expected to work in overload status each week. This value will automatically calculate and populate an FTE. |
| Difficulty to Fill | Will default based on Job Profile. Ensure correct reason is selected. |
| Available for Overlap | Check this box if more than one person can be under this position number for a period of time. |
| 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 position
| Effective Date | Start Date of the overload |
|---|---|
| Reason | Add Additional Employee Job > Overload |
| Position | Select the Position 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
- CCoE Ad Hoc Approval
- Overload Tip Sheet
- Payment for Additional Temporary or One Time Work
- 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.