PY - Enter Additional Pay

GENERAL DESCRIPTION:

This procedure documents the steps for entering additional pay/lump sum earnings for an employee based on the job record. This process can be used for one-time payments, ongoing payments, or to record compensation data for employee jobs that are paid but do not record compensation data on the job record. The latter is most prevalent for employees that are paid on a lump sum basis.

PROCESS CONSIDERATIONS:
  • It is highly recommended that the additional pay record be created and saved prior to paysheet creation of the payroll the record is to pay on.  Payments can be entered after paysheet creation up until the end of business day prior to the final calculation/confirmation process; however, it is not guaranteed that the payment will post to the current payroll period.  Payments should not be entered after close of any business day as several payroll processes are run on a nightly basis.

  • If additional pay is being added for an employee for Faculty Sabbatical leave, please refer to KB HR - Faculty Sabbatical for detailed instructions on how to enter the additional pay record in this situation.

  • If the additional pay should be funded differently than the employee's regular earnings, you'll need to update the funding on the Funding Data Entry page. For detailed instructions, refer to KB FN - Designate Funding for Payroll Earnings Code Differently Than Regular Pay

  • Within the Create Additional Pay page, there are drop-down sections for Job Information and Tax Information overrides.  There is no specific use identified at this time for these sections, so no information should be entered in these areas.

  • Care should be taken to set up additional pay records using the correct earnings code.  Refer to KB PY - Earnings Code Descriptions for a listing of earnings codes broken down by employee type.  If there is an X in the "Set Up in Addl Pay" column of the list, then the earnings code is appropriate to use when creating additional pay records.  There is a job that runs once per payroll calculation week that will swap the earnings code entered in Additional Pay for a non-Unemployment Insurance or Income Code earnings code if appropriate.  This may change the earnings code you ultimately see in Review Paycheck.  If this does occur, the goal balance field in Additional Pay will not update as it should, which could cause an overpayment to the employee.  The Service Center monitors for these scenarios and updates the goal balance field accordingly.

  • Retroactive payments or prior period payments should not be entered in additional pay.
    • Submit a WiscIT to the UW Service Center, providing: Empl ID; Empl record; Applicable earnings code; Date span of payment (i.e. the pay period in which it is applicable; Amount of payment

  • Do not enter additional payments for an employee after they have terminated.
    • These payments will not pay on the next upcoming payroll in which the employee is inactive. If a payment for a terminated employee is necessary, Submit a WiscIT to the UW Service Center, providing: Empl ID; Empl record; Applicable earnings code; Date span of payment (i.e. the pay period in which it is applicable); Amount of payment



PROCEDURE STEPS:

Entering a New Additional Pay Record for an Employee:

  1. Navigate to Create Additional Pay: Payroll for North America > Employee Pay Data USA > Create Additional Pay
  2. Enter the EmplID and Empl Rcd Nbr. Click the Search button.

    https://kb.wisc.edu/images/group61/17094/9.2addlpayentry.jpg

  3. Validate the Empl ID by confirming that the name that is returned matches that of the employee you wish to create additional pay for.

  4. Because this is the first instance of Additional Pay for this Empl ID/Empl Rcd combination, a blank Additional Pay page will come up. 

  5. Enter the appropriate earnings code in the Earnings Code field.
    • If you are unsure of the appropriate earnings code, click on the magnifying glass to the right of the field.  This will return a list of the first 300 earnings codes alphabetically.  To narrow the search, enter in the first letter of the Earnings Code to return a list of codes beginning with that letter.  Please note that the Earnings Codes returned are not filtered by Pay Group/employee type, so the list will be all of the Earnings Codes in the database that match the search criteria. Click once on the Earnings Code to be used.
    • Payments based on hours worked should not be entered in Additional Pay and should be handled through the timesheet or via payline request.  Therefore, retro pay, regular pay, and prior pay earnings codes should not be used on the Additional Pay page.  Refer to KB PY - Earnings Code Descriptions for a listing of earnings codes appropriate for use in Additional Pay.
  6. Enter the Effective Date of the payment.

    • This date should correspond to the begin date of the current or future pay period in which you would like this payment to pay.  However, if the Empl Rcd is a new appointment and the employee was hired in the middle of that pay period, enter the effective date equal to their date of hire.
      Note:
        Refer to the UW Payroll Calendar for pay period begin dates.
  7. Click the Addl Seq # field. For the first entry of this earnings code, enter "1".

    Note on Sequence Numbers: For the most part, you should use "1" in the Add'l Seq # field for any new Additional Pay record you add.  The only reason you would need to use a different sequence number would be if you need to pay the employee multiple  payments using the same earnings code on the same payroll.  See the instructions in the "Paying More Than One Concurrently on the Same Earnings Code" section below for how to do this.  If there are multiple concurrently active Additional Pay records using different earnings codes, each effective dated entry can use "1" for the sequence number.

  8. Enter the dollar amount to be paid to the employee each pay period in the Earnings field.

  9. Enter the total dollar amount you want to pay the employee in the Goal Amount field. 
    • In the example below, a one time payment of $100 is accomplished using a matching Earnings and Goal Amount. If 5 equal payments of $100 were the result being sought, the Earnings should be entered as $100.00 and the Goal Amount should be entered as $500.00.
    warning sign  Do not enter a value in the Goal Balance field.  When a Goal Amount is entered, HRS will automatically populate the Goal Balance field after each payroll confirm with the amount paid to the employee.  The Goal Balance field will continue to tally the amount paid to the employee until the Goal Balance value matches the Goal Amount value, at which point the payment will cease.  Manually entering amounts in the Goal Balance field can cause the total payment to pay incorrectly or not at all.

  10. You may also enter an end date for the payment in the End Date field.  The best practice is to use an end date that is equivalent to the last day of the pay period in which the last payment should occur.  If content is entered in both the Goal Amount and the End Date fields, the payments will stop at whichever occurs first.

  11. Click on the OK to Pay box to indicate that the Additional Pay will be paid on every on-cycle check appropriate for the employee.  If this box is not checked, the payment will not pay.

  12. Also validate the applicable Applies to Pay Period check boxes are checked.
    • FA/AS/LI (monthly) employees only have one pay period per month, so the "First" box needs to be checked for the payment to pay.
    • Biweekly paid employees may have up to three pay periods monthly, in which "First", "Second", and "Third" boxes correspond to the A, B, and C payroll designations, respectively. If just the "First" check box is selected, the payment will only pay on the A Biweekly pay period. Similarly, if the "First" and "Second" check boxes are only selected, the additional payment will only pay on the A and B Biweekly pay periods. If "First", "Second", and "Third" are all checked, the payment will pay on all Biweekly pay periods.

  13. Optional: If you need the payment to be printed as a paper check separate from the employee's regular earnings (i.e. for award payments), check the Disable Direct Deposit box and enter a 1 in the Sep Chk # field.  The Sep Chk # field can be numbered from 1-9, but the only reason you would need to enter anything other than 1 would be if multiple concurrent payments needed to be printed as separate paper checks.

  14. Click the Save button in the lower left corner of the Additional Pay screen.

    create addl pay


Adding a New Additional Pay Record to Existing Records With the Same Earnings Code:

  1. Navigate to: Payroll for North America > Employee Pay Data USA > Create Additional Pay

  2. Enter the employee's EmplID and Empl Rcd Nbr

  3. To add a new record to a previously entered one using the same Earnings Code, click on the plus button within the "Effective Date" section of the existing record.

    https://kb.wisc.edu/images/group61/17094/9.2addroweffectivedate.jpg

  4. You will notice that some of the previous row's information will come through to the new effective dated row (Earnings, Addl Seq #, OK to Pay, Applies to Pay Periods).

  5. Update the Effective Date, End Date (if applicable), Earnings, Goal Amount, and Applies to Pay Periods (if applicable) fields on the new row with the new appropriate values and save.
https://kb.wisc.edu/images/group61/17094/9.2newdatesamecode.jpg

Paying More Than One Payment Concurrently on the Same Earnings Code:

  1. Multiple payments using the same earnings code can be paid on the same payroll.  After adding the first payment, and before saving, add a new row for the second payment by clicking the plus button within the "Payment Details" section.  This will add a new blank row within the same effective date on which to add the second payment.

    https://kb.wisc.edu/images/group61/17094/9.2addrowpaymentdetails.jpg


  2. Fill out the Earnings, Goal Amount, End Date (if applicable), OK to Pay, and Applies to Pay Period fields with the appropriate values.

  3. You will also need to fill out the Addl Seq # field.  For multiple payments to pay concurrently on the same paycheck (using the same earnings code), the Addl Seq # on each of the records must be different.  In the example below, the first payment uses Addl Seq# 1 and the second payment uses Addl Seq # 2.  This allows both the $200 and $500 payments to pay on the same paycheck.

    https://kb.wisc.edu/images/group61/17094/9.2samecodesamecheck.jpg


  4. Click the Save button when you have finished your entry.
    NOTE:
    Take care when adding a new effective dated row on top of an existing row that has multiple payments on it.  When you add the new row, both payments from the previous row will be copied to the new row.  If you only want to pay one payment on the new record, you will need to remove the second payment prior to saving.  Also be aware that if you are adding a new row with only one payment on it on top of an existing row with active multiple payments on it (payments that have not hit their goal amount/end date), some of the active payments from the previous row will still try to pay.  This is because the new row with an Addl Seq# of 1 will only override the row beneath it that also has Addl Seq# of 1.  If there is an active row beneath the new row with an Addl Seq# of 2 or higher, this payment will continue to pay until it hits its goal amount or end date.  If you do not want this to occur, you will need to stop the payment that has the different Addl Seq#, which may require Service Center intervention.


Adding a New Additional Pay Record to an Existing Record Using a Different Earnings Code:

  1. Navigate to: Payroll for North America > Employee Pay Data USA > Create Additional Pay

  2. Enter the employee's EmplID and Empl Rcd Nbr

  3. To add a new record to an existing one using a different Earnings Code, click on the plus button within the "Additional Pay" section of the existing record.
    https://kb.wisc.edu/images/group61/17094/9.2addrowearningscode.jpg
  4. A blank record will appear for entry.  Follow steps 4-13 above to enter the new record using a different earnings code


Stopping an Active Additional Pay Record

  1. To terminate an active/in progress Additional Pay record (one that has not yet met its goal amount or end date), add a new effective dated row to the existing record by clicking the plus button in the "Effective Date" section.


    https://kb.wisc.edu/images/group61/17094/9.2addrowtoend.jpg

  2. You will notice that the previous row's information will come through to the new effective dated row.  Update the Effective Date and End Date fields on the new row to reflect the last day of the pay period in which the last payment should occur.  In the example below, the add'l pay is being terminated prior to the 11M payroll.  To make sure the additional pay does not pay on 11M, the Effective Date and End Date fields on the new row are filled in with 10/31/15 (the last day of the 10M pay period).
https://kb.wisc.edu/images/group61/17094/9.2endaddlpay.jpg


Creating a Record for Add-on Pay:

  1. Employees may be eligible for add-on pay based on their position or certifications they have Add-on earnings codes are configured at a flat rate per hour and will multiply that rate by the total number of hours an employee works in a given period to calculate the amount to pay.  Thus, when entering an add-on record in Additional Pay, only the Earnings Code, Effective Date, Addl Seq #, OK to Pay, and Applies to Pay Periods fields need to be filled out.  No values should be entered in the Earnings and Goal Amount fields.
    https://kb.wisc.edu/images/group61/17094/9.2addonpay.jpg


ADDITIONAL RESOURCES:

Related KBs:

Related Links:



    Keywords:Add'l pay additional pay earnings lump sum payments uniform allowance shoe allowance earnings code earn code earning code earnings codes addl WiscChat Wisc Chat WiscIt Wisc It add-on award   Doc ID:17094
    Owner:Kate I.Group:Human Resource System (HRS)
    Created:2011-02-27 18:00 CSTUpdated:2017-07-20 10:05 CST
    Sites:Human Resource System (HRS)
    Feedback:  3   9