Prior to setting up Period Activity Pay, the lump sum appointment needs to be set up in Workday (LINK to KB). If the appointment was set up in HRS, it will convert into Workday. 

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' select the start of the fiscal year, for FY26, this will be 6/29/2025
   2. 'Position' select the Research Associate lump sum appointment
4. 'Assignment Details'
   1. Academic Period - select 'UW System Fiscal Year 2026 (07/01/2025-06/30/2026), click OK
5. 'Reason' - Select 'Add Activity Pay > New Assignment; 
6. 'Activity' - Select 'Other - Service Related Payment'
7. 'Activity Dates' - enter 6/29/2025 and 6/27/2026
   1. You will get an 'error' since 6/29/2025 is not with the 'academic period range' that is ok 
8. 'Reportable Hours' - leave blank 
9. 'Units' - Enter 1 for 'quantity', and the total amount of payment for FY26 under 'assigned unit rate'
10. 'Compensation' should auto fill to the total amount of payment for FY 26 
    1. Click the button under 'costing overrides' and adjust funding if appropriate 
11. 'Payments' - enter 6/29/2026 and 6/27/2026
    1. Click 'customize 26 payments' to see the bi-weekly amount the employee will receive 
12. In comments, enter a brief explanation of the payment 'Supplemental Research Associate lump sum payment for FY 26'  
13. Upload 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