One Time Payments & Activity Pay. How to use One Time Payments and Activity Pay

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1 How to use One Time Payments and Activity Pay One Time Payments are used to provide payment to an employee beyond their regular wages, like: Speaking at an event on campus Working on a short-term project Temporarily taking on additional duties Activity Pay is used to provide payment to a faculty member beyond their regular wages for a per-unit assignment, like: Internship supervision ($X per internship supervised) Travel for University business ($X per day traveled) Overload ($X per course in addition to standard course load) Note: If you are trying to determine if someone is an Independent Contractor or a Willamette Employee, consult with HR. Requesting a One Time Payment Follow the steps below to request a one time payment: 1. From the employee s profile, select Actions -> Compensation -> Request One Time Payment 2. Enter the effective date of the payment (the Employee should pre-fill for you)

2 3. Indicate when the employee should be able to see this change in Workday (to give you a chance to inform them of the upcoming payment); the Reason field may be left blank 4. Click on Add under One-Time Payment 5. Select the appropriate One-Time Payment Plan and Scheduled Payment Date Note: To be included in the next pay check, the payment request must be submitted and approved by the 20 th of the month for salaried employees or the Monday before payday for hourly employees

3 6. The cost center and fund will default to the employee s standard unless you indicate that you would like this payment to come from another place (this default information is included at the top of the screen under Current Organizational Assignments) 7. Once submitted, the request will be directed to your manager for approval Establishing and Adjusting Activity Pay Follow the steps below to set up activity pay: 1. From the employee s profile, select Actions -> Compensation -> Manage Period Activity Pay Assignments

4 2. There are three sections to fill in on this page: a. Employee Selection: Today s date and the employee s name fill in automatically b. Assignment Details: Select the academic period that best applies to their assignment (ensuring the start date of the assignment is captured within the period selected) c. Quick Entry Choices: You can leave this blank; if you fill it in, the information entered will transfer to the next screen and pre-fill the activity and date sections 3. Enter a reason for the activity pay at the top of the screen (i.e. new assignment, reassignment, adjust amount) 4. The rest of the assignment screen is set up as one long row, which we will break down into sections a. Activity: Select the appropriate activity from the list (the Task and Comment fields may be left blank)

5 The activity drop-down options are: b. Activity Dates: Enter the start and end date of the appointment; Check the Use as Payment Date Range box if you would like the total payment amount to be split across this date range c. Units: The Unit Type and Assigned Unit Rate fields will fill in based on the Activity selected earlier (note: the rate may be changed); Enter the quantity based on the number of activities (i.e. number of courses to be taught)

6 d. Compensation: The Total Amount will pre-fill based on the selections in the Units field and does not need to be changed (this field is directly tied to the Units field and each will update the others when changed) Costing Overrides: The cost center and fund will default to those of the employee s standard wages. To override this default, or to split the amount between multiple cost centers, click on the 0 pictured below e. Payments: The start and end date ranges will pre-fill based on the activity dates previously selected, automatically dividing the total amount into monthly payments; the Do Not Pay box may be checked if the activity pay is no longer needed (for example, you set it up in advance but the course was cancelled) 5. Once submitted, the request will be forwarded to the fiscal officer, department head, and manager s manager for approval