PY - Enter Additional Pay

GENERAL DESCRIPTION:

This procedure documents the steps for entering additional pay/lump sum payments for an employee on the Workflow Addl Pay Create page. 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. Additional pay records can be entered for both active and inactive employees.

PROCESS CONSIDERATIONS:

You may click on the links below to navigate directly to a section:


PROCEDURE STEPS:

Entering a New Additional Pay Record for an Employee:

  1. Navigation: Payroll for North America > Employee Pay Data USA > Workflow Addl Pay Create

  2. Click the Add a New Value tab.

  3. Enter:
    • Empl ID - You can enter an additional pay record for both active and inactive employees.
    • Empl Record;
    • Earnings Code;
      NOTE:
      Only lump sum Earnings Codes that match the employee type will appear in the lookup list. Refer to the Earnings Code Job Aid in the Additional Resources section below for a list of appropriate additional pay earnings codes.
    • Effective Date - This date defaults to today's date.  Update it to correspond to the begin date of the pay period in which the payment was actually earned.  This can be in a prior, current or future pay period.  Refer to the UW Payroll Calendar for pay period begin dates.
      NOTE: 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.

    Add a New Value
  4. Click the Add button.

  5. You will be taken to the Additional Pay entry page, and the Empl ID, Empl Record, Earnings Code, and Effective Date information you entered on the previous page will be brought in.  Enter the appropriate information for the lump sum payment in the fields below:

Workflow Addl Pay Create page
  • Addl Seq Nbr: Enter a 1 in this field
    • 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 Payment 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.
  • End Date: (Optional) Enter an end date for the payment.  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.
  • Earnings: Enter the dollar amount to be paid to the employee each pay period
  • Goal Amount: Enter the total dollar amount you want to pay the employee.
    • For example, 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.
    • Note: It is best practice to enter a goal amount for both one-time and multi-period payments alike.  If no goal amount is entered, the nightly load job will consider the payment to be multi-period, even if it is not, and will load the payment to the Create Additional Pay page.  If this occurs after paysheets are created, it is possible that the payment will not pay on the intended paycheck.
    • Note: If content is entered in both the Goal Amount and the End Date fields, the payments will stop at whichever occurs first
  • OK to Pay: This field will default to checked, indicating the payment should pay on the employee's on-cycle check.  If you are entering a record that will stop a payment, you will need to uncheck this box.
  • Applies to Pay Periods: Validate the applicable 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.
  • Sep Check Nbr: (Optional) The only time you would need to update this field is if you need the lump sum to be paid on a separate calculated check from the employee's regular earnings.  If you want to pay the lump sum in a separate payment, enter a 1 in this field.
    • Note: Creating a separate check does not mean a paper check will be created for the additional pay record.  If the employee has direct deposit set up, two separate payments will be created, but both will go direct deposit.
  • Description: Enter comments regarding this payment.  Approvers will be able to view these comments when approving the payment.  This is a free form field and is required to submit the additional pay record.
6.  Click the Submit button.
7.  The submitted record will now update to a Workflow Status of "Submitted" and a Workflow Approval ID will be assigned to the record.  Each additional pay entry will have a unique Workflow Approval ID.
8.  Additionally, the approver workflow will now appear at the bottom of the page showing the assigned approvers at each level and the status of each approval.
Submitted Entry


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

  1. If necessary, multiple payments using the same earnings code can be paid on the same payroll.  After adding the first payment, and before submitting, 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.

  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 $100 and $700 payments to pay on the same paycheck.

    Adding a Second Record on the Same Earnings Code

  4. Click the Submit button when you have finished your entry.


Stopping an Active Additional Pay Record

  1. To terminate an active, on-going Additional Pay record (one that has not yet met its goal amount or end date) that is present on the delivered Create Additional Pay page, enter a new "stopping" record on the Workflow Addl Pay Create page.

  2. The "stopping" record should have the same Earnings Code and Addl Seq Nbr as the active record.

  3. Update the Effective Date and End Date fields on the new row to reflect the first day of the pay period in which the payment should end.  In the example below, the add'l pay is being terminated prior to the 8M payroll.  To make sure the additional pay does not pay on 8M, the Effective Date and End Date fields on the "stopping" entry are filled in with 8/1/18 (the first day of the 8M pay period).

  4. Leave the Earnings and Goal Amount fields blank.

  5. Uncheck the OK to Pay checkbox.  Doing so allows the "stopping" entry to bypass the approval workflow and load to the delivered Create Additional Pay page and stop the existing payment.

  6. Click the Submit button.  The status of the "stopping" entry automatically goes to "Approved."

    • Example: This is how the existing record appears on the delivered Create Additional Pay page

    Original Entry
  • This is the "stopping" entry on the custom Workflow Addl Pay Create page that will load to delivered Create Additional Pay:
Stopping Entry


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.
  • Note: Any addl pay record that uses an earnings code beginning with 'A' will load directly to the Create Additional Pay page even if it is retroactively dated or approved after paysheets are created.  Entry of retroactively dated add-ons is not recommended, but if necessary, you will need to contact the Service Center to get help in paying the retroactive part of the payment as the add-on will only pay from the current pay period forward once it loads to Create Additional Pay.  Additionally, it is not recommended to put an End Date on an add-on record, especially if it's a one-time payment, in case it's not approved prior to paysheet create.  This way if it does not pay on the intended payroll, it will still pay on the next one and not be stopped by the end date.
Entering Add-On Pay

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Additional Information About the Workflow for Additional Pay Process

Page Edits on the Workflow Addl Pay Create page:

The Workflow Addl Pay Create page has several page edits built into it that prevent the entry of certain types of data.  Below is a list of the main page edits built into this page:

Post-Approval Load Job:

Each night, Sunday through Thursday, and during the final calc processing, a job will run that will load fully approved additional pay records to either the delivered Create Additional Pay page or directly to the employee's payline.
  • If the record is for an add-on (earnings code begins with 'A'), the record will load to the delivered Create Additional Pay page.

Tracking Entries Through Workflow:

As the entry moves through workflow, different statuses will appear for the transaction.  Below is a listing of what each of them mean.
If you ever see "Error Step" in the Workflow section of the page, this is likely due to the fact that all Level 2 approvers are no longer active.  In this scenario, you will need to contact your campus's designated maintainer of the approver table to update Level 2 with active approvers.  Then contact the Service Center to get the record denied so that it can be resubmitted with the correct approver chain.


ADDITIONAL RESOURCES

Related KBs:

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