Instructions for 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.
   
   
   • 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 and the Lump Sum Earnings Code Tip Sheet in the Additional Resources section below for a list of appropriate additional pay earnings codes and whether they are included in the FLSA OT rate calculation.
   • 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.Enter:
     
     
3. Click the Add button.
4. 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:
   
   

• 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, "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.

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

• You may enter an addl pay record for active and inactive employees.  However, the Effective Date and End Date must fall within a time period in which the employee is active on Job Data.  Otherwise you will not be able to submit the entry.
• If the entry is a one-time payment (Earnings amount matches Goal Amount) but the Effective Date and End Date span more than one pay period, you will not be able to submit the entry.
• If the entry is a multi-period payment (Earnings amount does not match Goal Amount) but the Effective Date and End Date fall within the same pay period, you will not be able to submit the entry.
• If you are entering a record with earnings code USB, you must enter an End Date and Hours amount or you will not be able to submit the entry.  Upon submitting, USB records will automatically be put into "approved" status.
• If the End Date is prior to the Effective Date, you will not be able to submit the entry.
• If the Goal Amount is less than the Earnings amount, you will not be able to submit the entry.

• If the Effective Date is in the employee's current pay period, and paysheets have not yet been created for that payroll, the record will load to the delivered Create Additional Pay page.
• If the Effective Date is in the employee's current pay period, and paysheets have been created for that payroll, the record will load directly to the employee's payline (it will never be visible on the Create Additional Pay page.)
• If the Effective Date is future dated, the record will load to the delivered Create Additional Pay page.
• If the record is for a multi-period payment (Earnings amount does not match Goal Amount), the record will load to the delivered Create Additional Pay page.  The process will also recognize a record with a flat amount and no goal amount as a multi-period payment (regardless of effective/end dates entered) and will load it to the Create Additional Pay page.
• If the record is for an add-on (earnings code begins with 'A'), the record will load to the delivered Create Additional Pay page.
• If the Effective Date falls in a previous pay period, the record will load directly to the employee's payline when the next payroll for that employee type is open (it will never be visible on the Create Additional Pay page.)

Tracking Entries Through Workflow:

• Submitted:  You have just submitted this transaction, it will be routed to the approvers momentarily.
• In Approval Process:  The transaction requires approvals.  To see who the approval is currently pending with you may click on the "Multiple Approvers" link of the box that is currently listed as pending.
• Denied:  This transaction was denied and is now editable again.  If you think that this transaction can be corrected, you may do so and then submit it again.  If you do not think this transaction needs further action, you can leave it in the denied status.
• Approved:  This transaction was approved at all levels that were identified for this earnings code / department id combination.  You should see this transaction load to the appropriate page based upon the post-approval load section above.
• Loaded:  This transaction has been loaded to the appropriate page.  If it was loaded to delivered additional pay, you should see a link which will take you to that employee id / employee record's addl pay page.
• Manually Handled:  This transaction had some action taken on it by a UWSS Service Operations employee.  This is most likely due to a request that you submitted.