Additional Compensation is any compensation above an employee’s regular, base compensation. In UCPath there are two categories of additional compensation, recurring and one-time. One-time pay is distributed in a single pay period, while Additional pay is generally distributed over multiple, consecutive pay periods. Both Additional Pay and One Time Payments are processed on-cycle.
Examples of Additional Compensation payments include: Summer Session teaching, Department Chair Stipends, Clinical Incentives, consultant services, reading manuscripts, lectures and similar services, extramurally funded research, STAR award, Certification Pay, Uniform Allowance, Military Service / Supplement Pay for non-exempt employees, and Perquisites.
Recurring additional compensation payments can be submitted using the Additional Pay module in PayPath or the Self Service Transaction Links in UCPath. Note: It is not recommended to use the Additional Pay module for one-time payments, if used then an End Date must be submitted. And if you enter an Additional Pay transaction with an End Date that has already passed, it will not get added to the paycheck.
Use Additional Pay module to:
One-time additional compensation can be submitted using the One-Time Payments module in the Self Service Transaction Links in UCPath. Examples of one-time payments include: Lump sum payment, Childcare reimbursement, Moving reimbursement, STAR award.
Use the One-Time Payments module to:
Note: Generally, an Off Cycle Payroll Request (E‐078) is not acceptable as a request for late additional pay or a one‐time pay. However, it may be used when this is the only payment that the employee will be receiving.
UCPath Transactors
Avoid making a duplicate entry. If there is an approved additional pay transaction pending payroll processing, the Pending Additional Pay link in the upper right-hand corner of the Additional Pay Data tab will be available to view details the day after the additional pay transaction was approved. Click the link to review the pending additional pay transaction and avoid duplicate entries.
Additional Pay should be entered with an Effective Date that is the first day of the first pay period in which you’d like the additional pay distributed or the employee’s start date if they begin work mid-pay period, and an End Date that is the last day in which the pay will be distributed. (Do not enter matching Effective Date and End Dates. When Effective Date = End Date the transaction is cancelled.)
For one-time additional pay, the best practice is to enter both an End Date and a Goal Amount
For recurring additional pay, enter an End Date; entering a Goal Amount is optional.
The Prorate Additional Pay checkbox will default to checked and will prorate Additional Pay based on the Effective Date, employee’s start date or termination/leave without pay date, and pay frequency changes. However, if you want to ensure a certain amount will pay no matter what, uncheck the Prorate Additional Pay checkbox. If you enter a prorated amount and the Prorate Additional Pay checkbox is checked, it will get prorated twice.
The First box is checked for monthly employees
The First and Second boxes are checked for biweekly employees. If you want the additional pay to be disbursed on the third pay period of the month, which happens twice a year for biweekly employees, select the Third checkbox.
You will not be able to enter Additional Pay until after the employee’s hire has been processed and a paygroup has been assigned.
Review the Job Data inquiry page to verify a paygroup has been assigned. If you see Paygroup = DEF, it likely has not yet been assigned and should be the following day.
Additionally, you cannot enter an Additional Pay transaction in PayPath until the employee’s start date. If you have a hire that is fully processed but whose start date is in the future, you must wait until the start date to enter the Additional Pay in PayPath.
There are several updates you can make to existing Additional Pays that are visible in the Current Additional Pay section of PayPath. You can change values such as End Date, Goal Amount, Pay Period Amount, and Prorate Additional Pay checkbox. However, if you need to update Earn Code or Applies to Pay Periods, you must submit the Recurring Additional Pay Change Request form via case to UCPC.
Ending Additional Pay: If an employee transfers, retires, or terminates, you should ensure that the End Date on their Additional Pay reflects the last day of the pay period in which the pay should be distributed. You can update an existing Additional Pay by following the UPK: Initiate Update to Additional Pay PayPath Transaction (Staff/Acad). The amount distributed will prorate based on the employee’s termination/transfer date.
Canceling Additional Pay: If you need to cancel an Additional Pay that has already been locally approved, you must submit the Recurring Additional Pay Change Request form via case to UCPC and request the cancellation. UCPC will uncheck the OK to Pay checkbox on the Additional Pay. This means you will still see it on the employee’s record, but it will not pay.
Note: If you need to cancel an Additional Pay that has already been locally approved but the Employee Data Change Deadline has not passed, you can update the End Date to the same date as the Effective Date. Refer to UPK: Initiate Update to Additional Pay PayPath Transaction (Staff/Acad) for instructions on how to update an existing Additional Pay PayPath transaction
Earnings Code: Earnings codes in the list are based on the codes available for the employee’s Pay Group. The list includes only those codes that allow flat amounts.
Pay End Date: Defaults to the end date of the current pay cycle (monthly or biweekly, based on the employee’s Pay Group). Do not update this field.
Earnings Begin and Earnings End: Earnings Begin and Earnings End values should not be greater than Pay End Date. The dates should fall within either the FLSA Calendar for non-exempt employees (1 week) or the Pay Calendar for exempt employees (1 month).
Use the + button to add additional rows for additional Earnings Begin and Earnings End dates.
Do you want to override the ChartField values? check box: Click this box if you need to charge this One-Time Pay to a different funding source then what is established in Funding Entry. Selecting the check box displays the ChartField Detail section where you will be able to update the ChartField values.
One-Time Payment transactions are attached to a specific paycheck so it will not rollover to the next paycheck if the transaction deadline is missed.
Transactions to impact the current pay cycle must be submitted by the Employee Data Change Deadline.
Submitted transactions are attached to a specific run ID. If the transaction is submitted past the due date, the request will be cancelled and will need to be resubmitted.
Refer to the Payroll Processing Schedule before entering your transaction to make sure you didn’t miss the deadline. If you missed the deadline, you will need to wait until the next pay run to enter your transaction
Before starting a transaction, review the UPK below for step-by-step guidance, the system steps may have changed since the last time you have done this type of transaction:
Additional Pay must be entered and approved by the Employee Data Change deadline to be added to the on cycle paycheck. Additional pay may be entered in advance of the intended pay period. If using PayPath, no new PayPath transactions on this employee record can be submitted until the current transaction has been approved or denied.
One Time Payments must be entered and approved by the Employee Data Change deadline. One Time Payment transaction that are submitted after the Employee Data Change Deadline will not automatically get added to the following pay cycle. Doublecheck Review Paycheck Summary to confirm One Time Pay has been added to the paycheck. If the payment was not added, you will need to resubmit the transaction. Note: If there was an error, you will be able to see an explanation left by UCPC on the transaction in the Initiator Comment box.