HCM: Request One-Time Payment
Overview
This document outlines how Academic HR Partners, Compensation Administrators, Compensation Partners, HCM Action Initiators, and HR Partners can request a one-time payment.
- The recommended browser for accessing Workday is Google Chrome. However, Mozilla Firefox and Apple Safari may also be used.
- For assistance or training using these procedures, email XX at XXX@xxx.edu.
Considerations by Institution
- None.
Icons Referred to in This Document
Prompt |
Related Actions |
Required Field |
Calendar |
Save |
Actions |
|
|
Request One-Time Payment
- Enter the Worker's Name in the Search bar and select the Worker's Name to view their Worker Profile.
- The Worker Profile displays.
- Select Action under the worker's name and job title in the blue pane.
- Hover over Compensation under Actions and choose Request One-Time Payment.
- The Request One-Time Payment pop up displays.
- Use the Calendar to select an Effective Date for the One-Time Payment.
- Select OK.
- Select the Pencil to edit the following fields under the Summary section:
- Effective Date: Defaults to the Effective Date selected on the Request One-Time Payment pop up.
- (Optional): Use the Calendar to select the Visibility Date.
Note: The Visibility Date must be on or after the Effective Date, which is when the payment goes into effect.
-
- Use the Prompt to choose the Reason.
- Select Save.
- Select Add in the One-Time Payment section.
Notes:
- One-time payments can only be charged to a single cost center. In order to charge multiple cost centers, separate one-time payment requests must be submitted.
- Employees should break up the payment into multiple payments.
- In a single Request One-Time Payment event, users can add multiple payments.
- Each payment will have its own costing. Use the Add button to enter an additional payment.
- One-Time Payment Plan: Use the Prompt to select the appropriate One Time Payment Plan.
- Schedule Payment Date: Automatically populates to effective date; use the calendar to change the Schedule Payment Date, if applicable.
Note: The Scheduled Payment Date drives payment based on which pay period the date falls into.
Timing will also depend on the employee's Pay Group.
-
- Amount: Enter the payment amount.
- Currency: Automatically populates to USD.
- Leave the Send to Payroll box checked.
- Select Additional Worktags related to this one time payment under the Supporting Information
section.
-
- Detail Code: Use the Prompt to select a Detail Code. Note: This needs a NACUBO code.
- (Optional) Select the Coverage Date. Note:
- Depending on the one-time payment plan selected, Coverage Date may be optional or required.
- The Coverage Date refers to the time period the payment covers.
- (Optional) Enter any Comments regarding this One-Time Payment in the Comments text box.
- (Optional) Attach any documents in the Attachment section.
- Select Submit. Notes:
- After submission, the request goes for approval to the HR Partner and Central Budget Manager.
- The Manager will receive a notification that a request for a one time payment was requested, unless the initiator is the manager.