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: This value will automatically calculate and populate an FTE. Note: Entering scheduled hours does not trigger payment. 
       1. If the pay rate type is 'Period Activity Pay (PAP)', then the scheduled weekly hours should be zero (and the FTE 0%). Note: There is an alert that pops up when the FTE is 0%. For PAP pay rate type, this alert can be disregarded.
          1. Exception to this rule includes non-service appointments. Schedule Weekly Hours/FTE can be added for these appointments.
             1. Job Profiles: Advanced Opportunity Fellow, Fellow, Graduate Intern/Trainee, Postdoctoral Fellow, Postdoctoral Scholar, Postdoctoral Trainee, and Trainee.
       2. If the pay rate type is not 'Period Activity Pay (PAP)' then enter the number of hours the individual is expected to work each week.
   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) using the document category 'Pay Supporting Documents'
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) using the document category 'Pay Supporting Documents'
4. Click Submit

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

1. Click the Make Changes button:
2. Under the Total Base Pay: Guidelines section, click the three dots and click Edit
3. Select Compensation Grade Profile > By Compensation Grade and Rule
4. Select the corresponding salary grade as Period Activity Pay (paid via lump sum only) or 12 Month
5. Click Save

If Period Activity Pay is not an option while creating the position, then select 12 Month in the Compensation Grade Profile, add a salary plan, and while in the Direct Hire business process (see instructions in section below), then you can select the specific job to be Period Activity Pay. To submit the position through as 12 month, click Add Plan Assignment > Salary > Annual Salary Plan > OK > Amount (can be an estimated annualized salary).

Note: This amount is not driving any payments. That will come at a later step.

6. Enter Comment

7. 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. Pay Rate Type: 
      1. Period Activity Pay (lump sum only); or
         1. If PAP pay rate type is selected, the PAP task will auto-launch. It can also be entered as a standalone process.
      2. 12 Month
         1. PAP will need to be entered as a standalone process via Manage Period Activity Pay after the person is hired (unless non-service Fellow/Trainee Stipend). 
   6. 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) using the document category 'Pay Supporting Documents'
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. Check with your school, college, or division for specific guidance.
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: Include brief description of work being performed and other relevant information.
      1. Optional: Including costing allocation
   4. Activity Dates: Enter activity dates
      1. Should align with the dates in which the work is performed
      2. Activity dates must match payment dates
      3. Activity and payment dates must be equal to or prior to the position's termination date
   5. Reportable Hours: Add expected number of hours worked per week.
      1. This field is required for employees who are not currently benefits eligible. These hours do not get paid but they are used for ACA hours, WRS accumulator totals, and effort reporting.
      2. If hours are entered, ACA hours do not need to be recorded on the timesheet or in time off for the employee; if no hours are entered into the PAP, hours will need to be added to the timesheet (if non-exempt) or as time off (if exempt); if no ACA hours added, Hours Worked Equivalent will be calculated based on 8 hours per day per pay period of the PAP.
   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. If this field is not updated, then the PAP will be charged to the default funding provided on the position.
   8. Payments: Must match the Activity Dates. Make sure 'Do not pay' box is left unchecked.
2. Customize Payments (optional)
   1. Note: The 'Scheduled Payment Date' is the last day of the pay period
3. Enter Comment
4. Add Attachment (optional) using the document category 'Pay Supporting Documents'
   1. If the PAP is an overload which requires pre-approval by the Compensation Center of Excellence (CCoE) (i.e. Faculty Teaching Overload, Inter-Institutional Overload, etc.) the form can be uploaded as an attachment within the Workday business process.
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. Check with your school, college, or division for specific guidance.
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: Include brief description of work being performed and other relevant information.
      1. Optional: Including costing allocation
   4. Activity Dates: Enter activity dates
      1. Should align with the dates in which the work is performed
      2. Activity dates must match payment dates
      3. Activity and payment dates must be equal to or prior to the position's termination date
   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 ACA hours, WRS accumulator totals, and effort reporting.
      2. If hours are entered, ACA hours do not need to be recorded on the timesheet or in time off for the employee; if no hours are entered into the PAP, hours will need to be added to the timesheet (if non-exempt) or as time off (if exempt); if no ACA hours added, Hours Worked Equivalent will be calculated based on 8 hours per day per pay period of the PAP.
   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. If this field is not updated, then the PAP will be charged to the default funding provided on the position.
   8. Payments: Must match the Activity Dates. Make sure 'Do not pay' box is left unchecked.
2. Customize Payments (optional)
3. Enter Comment 
4. Add Attachment (optional) using the document category 'Pay Supporting Documents'. 
   1. If the PAP is an overload which requires pre-approval by the Compensation Center of Excellence (CCoE) (i.e. Faculty Teaching Overload, Inter-Institutional Overload, etc.) the form can be uploaded as an attachment within the Workday business process.
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 

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 from the current PAP
2. Ensure Period Activity Rate Matrix is selected
3. Click OK

1. Select appropriate 'Reason' under Adjust Activity Pay.
   1. Adjust Activity (most common): This reason can be used to adjust the amount, funding, and/or dates. 
      1. Update the appropriate PAP detail field(s).
         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 automatically calculate any retro which did not get paid to the employee yet but should have. A payment that has already been paid cannot be adjusted; only future payments will change.
         2. If the PAP needs to be canceled for future payments since the employee's position is ending, then you can adjust the PAP end date and amount. This step should be taken prior to ending appointment.*
   2. Adjust Closing*: This reason should be used only if the end date is changing. The PAP will continue to pay the Total Amount until the full balance has been paid; if the Total Amount of the PAP should also be changed, then the Adjust Activity reason should be used instead (see above).
      1. Update the Activity End Date and Payment End date to the last day of the pay period in which the payment should stop; if the position is ending, then use the last day of the appointment. The Activity and Payment End dates should match.

*If ending a PAP early, see 'End PAP' in next section below.

     2. Enter Comment to summarize why the payment is being adjusted and/or other relevant information.

     3. Add Attachment (optional) using the document category 'Pay Supporting Documents'

     4. 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

Reason: Adjust Activity Pay > Adjust Closing

Change: End Date

Reason: Adjust Activity Pay > Adjust Activity

Changes: End Date and Total Amount

Manage Period Activity Pay (PAP)

Note: End PAP prior to entering Change Job for transfer

Reason: End Activity Pay with ending Job > Finish Payments

Change: End Date

Reason: Adjust Activity Pay > Adjust Activity

Changes: End Date and Total Amount

End Additional Job; or

Terminating a Worker's Employment

Note: Task is launched to end PAP and finish payments

Reason: End Activity Pay with ending Job > Finish Payments

Change: End Date

Reason: Adjust Activity Pay > Adjust Activity

Changes: End Date and Total Amount