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.

Icons Referred to in This Document

Request One-Time Payment

1.  Enter the Worker's Name in the Search bar and select the Worker's Name to view their Worker Profile.

2.  The Worker Profile displays.

3.  Select Action under the worker's name and job title in the blue pane.

4.  Hover over Compensation under Actions and choose Request One-Time Payment.

5.  The Request One-Time Payment pop up displays.

6.  Use the Calendar to select an Effective Date for the One-Time Payment.

7.  Select OK.

8.  Select the Pencil to edit the following fields under the Summary section:

a.  Effective Date: Defaults to the Effective Date selected on the Request One-Time Payment pop up.

b.  (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.

c.  Use the Prompt to choose the Reason.

d.  Select Save.

9.  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.

10.  One-Time Payment Plan: Use the Prompt to select the appropriate One Time Payment Plan.

11.  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.

1. 1. Amount: Enter the payment amount.
   2. Currency: Automatically populates to USD.
   3. Leave the Send to Payroll box checked.

12.  Select Additional Worktags related to this one time payment under the Supporting Information section.

1. 1. Detail Code: Use the Prompt to select a Detail Code.

Note: This needs a NACUBO code.

13.  (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.

14.  (Optional) Enter any Comments regarding this One-Time Payment in the Comments text box.

15.  (Optional) Attach any documents in the Attachment section.

16.  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.