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Administrator Guide
Last Updated: 2023-06-23
Steps: Set Up and Manage One-Time Payments

Steps: Set Up and Manage One-Time Payments

Set up compensation elements and eligibility rules.
You can use one-time payments for:
  • Referral bonuses.
  • Retention incentives.
  • Severance payments.
  • Signing bonuses.
You can also access these web services:
  • Get One-Time Payment Plans
  • Put One-Time Payment Plan
  • Request One-Time Payment
  1. (Optional) Access the
    Create One-Time Payment Plan Configurable Category
     task.
    You can create categories for one-time payments for informational or reporting purposes. You can use these Workday-delivered categories:
    Security:
    Set Up: Base and Plan
     domain in the Core Compensation functional area.
  2. (Optional) Access the
    Create One-Time Payment Plan Schedule
     task.
    Select a number and a unit for each schedule you create.
    Example:
    Create a schedule called
    Retention Bonus
     with
    Number
     set to 2,
    Unit
     set to Year, and
    From Date
     set to
    Scheduled Payment Date
    . If you select
    Retention Bonus
     in an amount-based plan with
    Category
     set to
    Clawback
    , you can recover the bonus up to 2 years after the
    Scheduled Payment Date
    .
    Example:
    Create a schedule called
    Wait Period
     with a
    Number
     of 3 and a
    Unit
     of Months. If you select
    Wait Period
     on an amount-based plan with
    Category
     set to
    Referral
    , Workday pays when the employee serves 3 months beyond the
    Hire Date
    .
    Security:
    Set Up: Base and Plan
     domain in the Core Compensation functional area.
  3. (Optional) Access the
    Edit Tenant Setup - HCM
     task.
    Select the
    Route Business Processes Based on Costing Overrides
     option in the
    Compensation
     section. If you use worktags on these business processes:
    • Request One-Time Payment
    • Request One-Time Payment Offer/Employment Agreement
    Workday routes steps to the managers associated with the worktags.
    You can optionally select the
    Data Entry Check Options
    Select areas to switch on Data Entry Check
    Request One-Time Payment - OTP Amount
     item on the
    Edit Tenant Setup - HCM
     task. Doing so enables Workday to validate the data you enter for the one-time payment amount. If the numeric value you enter is a statistical outlier, Workday displays a validation message. Outliers are determined from historical entries of the one-time payment plan type. See: Reference: Edit Tenant Setup - HCM
    Consider selecting the
    Enable Multiple One-Time Payments
     check box on the
    Edit Tenant Setup - HCM
     task. If not selected:
    • You can only configure 1 one-time payment for each event.
    • Workday prevents you from adding a one-time payment during the
      Termination
       process if the employee has a clawback payment.
    Security:
    Set Up: Base and Plan
     domain in the Core Compensation functional area.
  5. (Optional) Access the
    Maintain Custom Validations
     report to configure custom validations for one-time payments.
    Custom validations enable you to warn or prevent users from submitting one-time payments with invalid data combinations. You can also specify one-time payment plans within the conditions of your custom validation.
    We recommend not making configuration changes to custom validations while there are one-time payments in progress.
    Security:
    Set Up: Base and Plan
     domain in the Core Compensation functional area.
  6. (Optional) Access the
    Maintain Event Categories and Reasons
     task.
    You can enable the selection of reasons by manager role-based security group when requesting a one-time payment. To do so, select
    Manager Reason
     for the
    Request One-Time Payment
     business process, and the applicable reason code
    Security:
    Set Up: Base and Plan
     domain in the Core Compensation functional area.
  7. (Optional) Access the
    Configure Optional Fields
     task.
    You can hide or require most fields delivered as optional on these business processes:
    • Request One-Time Payment
      .
    • Request One-Time Payment for Self
    • Request One-Time Payment Offer/Employment Agreement
      .
    • Request Referral Payment
      .
    Changes made to optional fields apply to all:
    • Payments that are part of the event.
    • Events already in progress and all those in the future.
    Any fields configured as hidden or required applies even when the business process is used as a subprocess of another business process.
    Security:
    Set Up: Configure Optional Fields
     domain in the System functional area.
  8. (Optional) Add one-time payment business processes as steps on the
    Offer
    ,
    Hire
    , or
    Change Job
     business processes.
    If you include
    Request One-Time Payment
     as a subprocess of
    Offer
     as a signing bonus, Workday recommends adding it to both
    Hire
     and
    Change Job
     too. Doing so ensures that any one-time payment included with an offer carries forward into
    Hire
     and
    Change Job
    .
    If you plan to use
    Request One-Time Payment Offer/Employment Agreement
     as a subprocess of
    Offer
    , consider configuring your one-time payment plans with eligibility rules based on job requisition attributes.
    You can automate referral bonuses by:
    • Creating referral payment plans.
    • Associating referral payment plans to job requisitions or job profiles.
    • Adding the
      One-Time Payment for Referral
       subprocess to the
      Hire
       business process.