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Administrator Guide
Last Updated: 2023-06-23
Set Up Academic Pay Period Calendar

Set Up Academic Pay Period Calendar

Security:
Set Up: Academic Pay
 in the Academic Faculty functional area.
Create an academic pay period calendar and indicate whether it represents the annual work period, the disbursement plan period, or both.
  1. Access the
    Create Academic Pay Period
     task.
  2. Specify an
    Academic Pay Period Name
    .
  3. Select the pay period type:
    Option Description
    Annual Work Period
    The academic pay period is the same as the academic work period, which is the period of time during which an academic member earns an annual salary.
    Work Period Percent of Year
    Available if you selected
    Annual Work Period
    . Enter a percentage up to 100%. This is used to appropriately prorate the employee's compensation rate.
    Disbursement Plan Period
    The academic pay period is the same as the disbursement plan period, which is the period of time during which an academic member receives the annual compensation.
    Apply Percent of Year During Payroll Processing
    Uses
    Work Period Percent of Year
     during payroll calculations.
    Treat Partial Periods as Half Periods
    Available if you select
    Apply Percent of Year During Payroll Processing
    . Calculates compensation as half of per pay period compensation for pay periods when a worker's annual work period begins or ends mid-period.
  4. Create your
    Academic Pay Period Calendar
     with one or more periods, each with a
    Period Start Date
     and
    Period End Date
     on the same month and day in different years.
    You must enter new dates each year for compensation and payroll to continue processing correctly.
Workday displays the name of the academic pay period with its date range, including the month and day.
Example:
Medical School (September 01 - May 31)
.
Use the
View Academic Pay Period
 report to review the details of a specific academic pay period calendar.
Use the
View Academic Pay Periods
 report to review all of your academic pay period calendars.
  • Create or update academic pay eligibility.
  • Use the
    Edit Academic Pay Period
     task to modify an academic pay period.
    • After an academic pay period is in use, you can only update the
      Academic Pay Period Name
       and the pay periods.
      Changes to the pay period date ranges will impact subsequent payroll processing for academic pay.
    • You can select the
      Inactive
       check box to prevent further use of an academic pay period for new academic pay arrangements. Workday no longer displays the academic pay period in related prompts, but existing pay arrangements that use it aren't impacted.