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Administrator Guide
Last Updated: 2024-06-28
Assign Academic Pay to Employees

Assign Academic Pay to Employees

  • Create all work and disbursement periods offered for academic pay in the
    Create Academic Pay Period
     task.
  • Enable 1 or more job families for academic pay.
Assigning an academic work period and a disbursement plan period to an academic employee enables you to manage the difference between:
  • The time that the worker earns the annual salary.
  • The time period during which pay checks are disbursed.
To process academic contract pay for a prior period, use on-demand payments or payroll inputs. Workday recommends selecting the Do Not Recalculate During Retro check box on your payroll earnings to ensure academic pay calculates correctly when running retro payroll.
  1. Access the
    Edit Position
     task.
    You can also use the
    Hire Employee
     or
    Change Jobs
     task to assign work period or disbursement plan periods.
  2. As you complete this task, consider:
    Workday Payroll handles midperiod hires, but you must assign the appropriate full
    Academic Pay Period
     (an
    Annual Work Period
     and a
    Disbursement Plan Period
    ).
    When you do a midperiod hire, assign the appropriate
    full
    Academic Pay Period
     (that is, an
    Annual Work Period
     and a
    Disbursement Plan Period
    ). Workday Payroll calculations properly handle such a midperiod entry.
    Option Description
    Annual Work Period
    The period of time when the worker earns the annual salary.
    Example: An academic member might teach or conduct research during a 10-month school year that starts 1 September and ends 30 June.
    Disbursement Plan Period
    The date range during which the annual salary is disbursed. The
    Disbursement Plan Period
     must be equal to or longer than the
    Annual Work Period
    . The
    Disbursement Plan Period
     can start before the
    Annual Work Period
     starts, but the
    Disbursement Plan Period
     date range must fully contain the
    Annual Work Period
     date range.
    Example: The academic work period is a 10-month period during which the worker earns the annual salary. You can either:
    • Define a compensation disbursement period that corresponds to the 10-month school year.
    • Disburse the annual salary in up to 12 monthly payments.
By default, compensation calculations don't use
Annual Work Period
 and
Disbursement Plan Period
 settings. However, you can select the
Academic Pay Enabled
 check box when you configure the compensation plan assigned to the position with the
Maintain Compensation Elements
 task. Workday processes the compensation rate and payroll calculations as standard pay when:
  • You assign an
    Annual Work Period
     and a
    Disbursement Plan Period
     to a position.
  • But its assigned compensation plan isn't
    Academic Pay Enabled
    .
You can manage academic pay with these reports:
Report
Description
Audit – Employee Academic Pay Settings
Determine when there are employees that you don't properly configure for academic pay.
Employee Academic Pay Settings by Organization
Review academic pay settings by supervisory organization. Details include
Annual Work Period
,
Disbursement Plan Period
,
Pay Group
,
Total Base Pay
, and
Compensation Details
.
Employee FTE’s
Review FTE information for one or more supervisory organizations and workers.