Period Activity Pay (PAP)

Here at SMPH you will typically process a (PAP) when providing payment to individuals in the following situations:

• Fellow/Trainee Stipends - use activity 'ST - Stipend (Fellow/Trainee)'
  • For Fellow/Trainee PAPs please also reference the KB: [Link for document 154237 is unavailable at this time]
• Overload Payments - use activity 'OVL - Service Related Payment (Overload)'
• Service related payments that need to be paid via lump sum - activity 'OTHER - Service Related Payment' 
  • *If the service related payment is also an overload, always use 'OVL - Service Related Payment (Overload)' as the reason 

Depending on the individual and their employment situation you may need to create a position, add a new position or you might add a PAP to an existing appointment. 

• If the individual is not in Workday you will need to create a position
  • [Link for document 110962 is unavailable at this time]
• If the individual is an existing employee but you need to provide a PAP on a new appointment you will 'add a job'
  • [Link for document 110962 is unavailable at this time]
• If you are entering a PAP on an existing appointment you can jump to 'Process a Period Activity Pay' section of this KB 

If adding a PAP after creating a position or adding a job, adding a PAP should auto populate after the position/job is created. Please note that these PAPs that are not a part of a stand alone process and do NOT go to the compensation team for review.

If adding a PAP to an existing appointment or doing a stand alone process you will initiate the PAP business process the following way:  search for the employee in Workday - Actions - Manage Period Activity Assignments
 


The following screen will populate. 

• Effective date: This should be the date that the employee started their work. This CAN be a date in the past. 
• Employee: should auto populate
• Academic Period: Select the academic period the includes the date the work was completed. This often could be multiple academic periods. Here at SMPH we typically will use the Fiscal Year period that aligns with when work was complete. 
• Quick Entry Choices: Optional 

 

The following screen will populate

• Reason: Select appropriate reason. Below are common reasons for PAPs and when to use them: 
  • New Hire - If a person is in Workday but does not have an active job
  • New Assignment - If a person is in Workday and they have an active job 
  • Overload - for ALL overloads 
    • *If the service related payment is also an overload, always use Overload
• Activity: Select the appropriate activity 
  • Fellow/Trainee Stipends - use activity 'ST - Stipend (Fellow/Trainee)'
  • Overload Payments - use activity 'OVL - Service Related Payment (Overload)'
  • Service related payments that need to be paid via lump sum - activity 'OTHER - Service Related Payment' 
    • *If the service related payment is also an overload, always use 'OVL - Service Related Payment (Overload)' as the reason 
• Comment: Please utilize the comment box to include any helpful information about the PAP 
• Activity Dates: Enter Activity Dates 
  • Dates should align with when the work was performed. The activity start date should align with the effective date. This can be a date in the past 
• Reportable Hours: Add expected number of hours worked 
  • 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.
  • 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 period of the PAP.
• 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.
• Compensation: Should include the total amount of the PAP
  1. Costing Overrides: 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.
• Payments: Should be the effective start/end dates of when the payments should occur. Make sure 'Do not pay' box is left unchecked and the dates are within the Activity Dates.
  
  • It is recommended that the payments dates match the activity dates - Again it is OK if these are in the past. 
    • Please see the Retro Dating section below if dates are in the past 
• Customize Payments: Customize payments if needed
  • For Trainee/Fellow Payments this likely will need to happen 
  • If payment dates are over multple pay periods but the department wants this to be a one time payment you will need to customize the payment 
• Enter Comment 
• Add Attachment (optional)
• Click Submit
  
• After the payment is submitted by the HRBP it will be 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.

 

Guidance has been provided by OST and the CCoE that the effective date, activity start date and payment date should all align. In addition, both start and end activity dates should match the payment start and end dates. The effective date, activity and payment dates should align with when the work was completed by the employee. We know that HR is often notified of payments that need to be made via PAP after the work is complete. We should still utilize these dates, even if they are in the past. If we are using dates in the past the additional steps need to be taken: 

• Reach out to payroll if the PAP was entered with retroactive dates. Payroll will need to monitor the PAP closely. There have been situations where a retro PAP does not pay. If there are discrepancies, contact GetHelpUW 
• If the position has already been terminated, still enter the PAP using retro dates (if possible). After the PAP is entered submit a ticket to GetHelpUW notifying them of the situation and request their assistance in ensuring the PAP is paid, copy payroll on the email. 

When a PAP needs to be edited or adjusted, in the employee's profile go to 'Manage Period Activity Pay Assignments'

• Effective Date: Should match the effective date of the PAP you are adjusting 
• Academic Period: Should match the same academic period from the PAP you are adjusting 
• When editing the PAP, the most common reason used is 'Adjust Activity Pay > Adjust Activity' 
  • Using this reason allows you to adjust the:
    • Amount
    • Funding
    • End Date 
    • Customize future payment dates (cannot adjust payments that have already been paid)

Ending a PAP Early

• When ending a PAP early, you will utilize the same steps as above for adjusting a PAP. Adjust the amount (if needed) and the end date within the 'Adjust Activity Pay > Adjust Activity' business process 
• We recommend always going in and adjusting the PAP amount and end date PRIOR to ending a position