Please use this KB when setting up a PAP for a Trainee or Fellow: [Link for document 154237 is unavailable at this time]

UW System Period Activity Pay KB for processing steps: https://kb.wisconsin.edu/workday/internal/144808

UW System Adjusting or Ending PAP KB: https://kb.wisconsin.edu/workday/internal/144947

UW System Managing Multiple PAP Assignments PAP: https://kb.wisconsin.edu/workday/internal/144879

To set up Research Associate lump sum Period Activity Pay visit: Period Activity Pay for Research Associate Lump Sum Appointments

To review the overload process visit: [Link for document 109263 is unavailable at this time] (Workday updates in progress)

To review if a new appointment is needed prior to submitting PAP: [Link for document 110962 is unavailable at this time]

Additional SMPH tips for Managing Period Activity Pay in Workday:

• If the payment is an overload but also one of the other options such as ‘lecture’, ‘event speaker’ always choose ‘Service-Related Payment (Overload)’

• Activity:

  • Select the activity that best fits the reason for the payment. 
  • If the payment is for an overload, always select overload. Even if another option describes the work complete, like 'lecture' 
  • If the payment is for trainee or fellow stipend payments, select ST - Stipend (Fellow/Trainee) 

• Activity Dates: 

  • NEW INFORMATION:

    • The activity start date should not be BEFORE the effective date. Ensure that activity start date is on or after the effective date of the PAP

      • Activity start date CAN be after the effective date, just not before. 

      • We have found that we may not be able to accurately align activity dates with the actual dates worked. In order for an employee to be paid we need to ensure payment dates are not AFTER activity dates. Please use the comment box in the PAP to list the actual dates worked, we may need to manipulate activity dates in order to ensure the employee is paid. 

    • The payment end date CANNOT be after the activity end date, the PAP will NOT pay 

      • Payment end dates CAN be prior to the end of the activity end date, just not after. 

    • Do not use activity dates that are prior to 6/29/2025. If the PAP is for work completed in the past, use the current pay period as the activity and payment dates. Clarify the actual dates in the comments section of the PAP. 

    • Period Activity Pay will NOT pay on a terminated position. The employee needs to have their appointment active within the pay period in which the payment is being made. 

• Reportable Hours: 

  • This is an optional field. 
  • If hours need to be recorded for ACA purposes, please include them. 

• Units 

  • This will auto fill based on information entered under compensation. You do not need to put anything here.
  • You can use 'units' as a way to calculate payments. See 'tips and tricks below' 

• Compensation: 

  • This needs to be the TOTAL amount of all payments for the period activity pay. This is the 'goal amount' 

• Payments

  • The start and end date listed under payments will be the dates within the pay period for the payment. For this example 10/19/25 and 10/31/25 are listed. These are dates for the 11A, which has pay period dates of 10/19/25 - 11/1/25. The pay date for the 11A is 11/13/25. This payment will pay on 11/13/25.  
  • The start and end date can be the same date if there will be only one payment. 
  • If the payment end date is prior to the activity end date you will get an 'alert'. This is ok.
    • IF the payment end date is AFTER the activity end date the PAP will NOT pay 
  • If you click the 'Customize Payment' button, you will see how the payment will be split out. Here you can adjust how the payment will be split out amount multiple payments. 
    • For example, if you intend to pay an employee $600 over 3 pay periods, but want the first 2 payments to be $100, and the third $400, you can make those adjustments here. 
    • The scheduled payment date listed will be the last day of the pay period in which the payment will be made, NOT the payment date. If the payment end date is prior to the pay period end date, this is what will be listed as the last scheduled payment date as shown below, where the payment dates are 10/1/25 - 10/31/25 with three payments. 

• Costing Overrides
  • This is the section that will be used to enter funding for the Period Activity Pay request.
  • Funding entry is required. Please gather funding information prior to initiating Period Activity Pay request.

• • To enter funding, click on the circled number under the "Costing Overrides" header. This number will be "0" when you initiate the request.
  • Doing so will bring you to the funding entry screen (shown below). 
  • This example shows the Period Activity Pay being paid via 2 funding sources. 

• • Enter "UWMSN University of Wisconsin Madison" in the Costing Company section 
  • Enter either the Program, Grant, Project, or Gift funding that will be used to fund the Period Activity Pay
  • If there is more than one funding source to use, hit the "+" sign again and add as needed. 

• • Enter percentage of the Period Activity Pay payment that should be allocated to the funding that you entered in the "Percent" field. The percent should add up to 100% across all funding sources. 
  • When you add the percentage, the corresponding dollar amount will populate in the "Amount" field. 

• After payment is submitted by the HRBP:

  • Payment is routed to the compensation team for their approval.
  • Once approved by the compensation team, this will be routed to another individual for their review, depending on how the PAP is being funded. This could be a Grant or Program Manager, or Fiscal team member.
  • After final approval, HRBP will receive Generate Document task. Use Lump Sum Approval Memo template and send to employee via Workday.
  • HRBP downloads a copy of the letter and:
    
    • Emails a copy of the letter to:
      • Employee's supervisor
      • Payroll and Benefits Specialist 

Tips and Tricks 

• Units: although you do not need to enter anything here (it auto-fills) you can use it in the following way: 
  • Under quantity to can always enter 1 even if there will be multiple payments. If you enter 1, the Assigned Unit Rate should be the total payment amount or 'goal amount'. 
    • For example if you need to pay an employee $600, even if it is over 3 payments, you can enter 1 for quantity and $600 for the Assigned Unit rate. 
  • You can enter the number of intended payments under quantity, that number will be multiplied by the amount listed in 'Assigned Unit Rate' 
    • For example if you need to pay an employee $600, you can enter 3 for quantity and $200 for the Assigned Unit rate. 

• Using units to help calculate payments: 

  • If you are setting up PAP for an employee who will be employed less than a year, you know the annual amount and need to determine what the biweekly amount is, you can take the following steps: 
    • Enter dates in payments for a full 26 pay periods
    • Enter the annual amount in compensation 
    • Click 'customize payments'
    • You will then see the bi-weekly amount if the annual compensation is split evenly over 26 payments 

• • • Click out of 'customize payments'. Then enter the number of pay periods the employee will be employed under 'units' and enter the bi-weekly amount under 'assigned unit rate'. This will then calculate the 'total amount' under compensation for you. Ensure that you update the payments dates.