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Creating and Entering Additional Pay

Creating and Entering Additional Pay. To enter an Additional Pay Request, you need to be prepared with University specific Payroll codes, compensation amount(s) and dates before you begin entering the Additional Pay Request data. These tasks are performed by the Additional Pay Submitter

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Creating and Entering Additional Pay

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  1. Creating and Entering Additional Pay • To enter an Additional Pay Request, you need to be prepared with University specific Payroll codes, compensation amount(s) and dates before you begin entering the Additional Pay Request data. • These tasks are performed by the Additional Pay Submitter • Prepare input data • Determine and select the Additional Pay Type, for example: • Extra Services • Award • Vacation Pay-out • Determine and input the correct Job Class Code, compensation amount(s), and dates based on the situation being compensated • Find and attach (i.e. upload) the proper/required documents to the Additional Pay Request

  2. Know About Preparing Input Data • You organize and prepare your documents by person or group. • Calculate the compensation amount • For Extra Services Weekly Paid, if work exceeds 40 hours in the week being compensated, the compensation amount should be calculated to account for overtime pay (i.e. time-and-a-half)* • Additional Pay Types other than Extra Services Weekly and Vacation Payout require no calculation; in these cases, enter the total amount of pay • Determine the proper Job Class, Fund, Object, Program, and CREF codes • Scan attachments (required documents vary by Additional Pay Type) *For Extra Services Additional Pay to Weekly Paid employees working multiple jobs at different rates, consult Human Resources Compensation at 215-898-1317 for details on calculating and processing. *Weekly paid employees who work extra hours as part of their regular job duties should be paid overtime through On-Line Time Reporting.

  3. Know About Selecting Additional Pay Type • You select the appropriate Additional Pay Type at the time of entry. • The reason and situation that are causing an Additional Pay helps you determine the ‘Type’ of Additional Pay • For example: Extra Services, Award, Bonus, Vacation Pay Out, etc. • Some Additional Pay Types apply only to certain kinds of employees • For example, Acting Rate applies only to weekly paid employees • For Group Additional Pay Types, all members of the group must be the same kind of employee, paid at the same time, and paid from the same Distribution (i.e. Account Code) • All weekly paid, all monthly paid, cannot comingle staff and faculty • You select the Additional Pay Type at the beginning of the input process • Subsequent data requirements vary by Additional Pay Type

  4. Know About Inputting Job and Comp Data • You will need to select the appropriate Job Class Code and enter compensation details. • Many employees have only one Job Class code so you select the default Job Class Code • In some cases an employee has multiple Job Class Codes (e.g. Faculty) and you must use the appropriate Job Class Code based on the situation being compensated • You will enter the reason for the Additional Pay Request • You will enter the Account code(s) that will be used for payment and ensure that it aligns with the Job Class Code and circumstances • You will enter the compensation amount and dates, dates include: • Compensation Dates - the date(s) the work was/is to be performed • Earliest Pay to Include - earliest pay date in which the pay will be included • Distribution Period End - the Calendar Period in which the pay will be distributed in the selected account code combination(s)

  5. Know About Attaching Documents • You will need to locate and upload the attachments that support the Additional Pay Request. • On your computer desktop, locate the attachments for the Additional Pay Request • Upload the attachments by using the PennWorks Upload feature called Attachments > View/Edit • No one can edit or delete the documents you attach • Approvers will be able to view your attachments and/or add additional documentation as an attachment

  6. Know About The Approval of Additional Pay • Your request routes automatically to: • Paying and Home ORG Approvers (and ORS if a Grant is the funding source), and then on to higher level Approvers (e.g. Home/School, Provost, H.R.) depending on the Type of Additional Pay Request • If an Approver rejects the Additional Pay Request, it is immediately removed from the Approver queue and routed back to the Submitter • Submitters can check on approval progress via PennWorks Additional Pay Routing History • The School/Center Access Administrators maintain a list of Additional Pay Approvers, contact the appropriate Access Administrator if you need the name of the Approver for a given ORG for follow-up purposes The same person cannot be both the Submitter and the Paying ORG and/or Home ORG Approver , and/or Home School/Center Approver. At least 2 different people must be involved in the Submit and Approve process before the Provost or HR.

  7. Know About The Issuance of Additional Pay • Once all approvals have been obtained, PennWorks sends the Additional Pay Request to the Payroll system for processing • Pay will be issued in accordance with established Payroll procedures based on the Earliest Pay to Include date entered in PennWorks Additional Pay (assuming all approvals were obtained in time for inclusion in that particular payroll run) • Verification of issued pay should be conducted using existing procedures and reporting mechanisms (i.e. Salary Management and Data Warehouse reports)

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