Prior to setting up Period Activity Pay, the lump sum appointment needs to be set up in Workday [Link for document 151855 is unavailable at this time]. 

Enter Period Activity Pay: 

1. In the Employee's profile, ensure that you are viewing the Research Associate lump sum appointment. You can switch profiles by clicking the arrows button under the employee's name                                                                                                                                 
2. In Actions, go to 'compensation' and 'manage period activity pay' 
3. 'Employee Selection'
   1. 'Effective Date' use the start date of the Research Associate appointment  
   2. 'Position' select the Research Associate lump sum appointment
4. 'Assignment Details'
   1. Academic Period - select the academic period that most appropriately aligns with the dates of the appointment. 
5. 'Reason' - Select 'Add Activity Pay > New Assignment; 
6. 'Activity' - Select 'Other - Service Related Payment'
7. 'Activity Dates' - enter the dates of the appointment 
8. 'Reportable Hours' - leave blank 
9. 'Units' - Enter 1 for 'quantity', and the total amount of payment for under 'assigned unit rate'
10. 'Compensation' should auto fill to the total amount of payment 
    1. Click the button under 'costing overrides' and add appropriate funding 
11. 'Payments' - use the appointment dates (same dates you used for activity dates) 
    1. Use the PAP Calculator to determine each bi-weekly rate based on days worked within each pay period. There are instructions at the top of the calculator: PAP Calculator
    2. Click 'customize payments' and adjust bi-weekly amounts based on the PAP calculator. Y
12. In comments, enter a brief explanation of the payment 'Supplemental Research Associate lump sum appointment'
13. Upload the PAP Calculator that you completed as an attachment. If the employee has already received a letter outlining their payment attach this.
14. Click 'submit' 

Below is an example where the employee is receiving $500 over fiscal year 2026 on their lump sum appointment 

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 Research Associate (supplemental) Reappointment Letter 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