One-Time Payments

Overview

A one-time payment plan is an award payment to individual employees. Unlike bonus payments, a one-time payment is not recurring. Examples of one-time payments include an employee referral, spot bonus, or signing bonus.

Objectives

By the end of this chapter, you will be able to:

Create and initiate a one-time payment plan.

Define referral plans and identify options.

Configure segmented security for compensation plans.

One-Time Payment Plans

A one-time payment plan allows you to award an ad hoc payment to an individual employee. Examples of one-time payments include employee referrals, retention bonuses, and severance payments. For payroll to process one-time payments, plan worktags assign a costing worktag.

Field	Definition
Enable Coverage Dates	This option enables you to input a beginning and ending coverage date in business processes involving one-time payment plans. There is additional setup needed in Workday Payroll.
Category	Select a category you configured in the Maintain One-Time Payment Plan Configurable Category task.
Payment Schedule	If you select the delivered Referral category, the Payment Schedule field will dynamically display. Select the payment schedule for the referral plan you are configuring.
Gross Up	Adjusts the target amount so the employee receives the full amount and not an adjusted amount due to taxes. Only used for amount-based plans.
Recommended Minimum Amount/Percent	This value serves as the minimum guideline for the manager requesting the one-time payment. A value can be outside of the recommended range.
Reference Frequency	Enter the frequency to calculate the payment amount. For example, if the percentage is 5%, then the payment would be 5% of total base pay for the period defined by the reference frequency. Only used for percent-based plans.
Costing Override Worktag	Select one or more costing override worktags in the Request a One-Time Payment task to override the worker's organization assignments.

You can include eligibility rules to control which employees receive a specific type of one-time payment. This plan should not default into an employee's compensation because a one-time payment is not reoccurring. An employee usually receives the payment as part of a business process, such as a signing bonus, when hired. Therefore, you should not include it in a compensation package.

The following is a list of business processes and subprocesses used for one-time payments:

Hire

Termination

Change Job

Request One-Time Payment Offer/Employment Agreement

Request for One-Time Payment for Referral

Note
: If you do not enter an eligibility rule on a one-time payment plan, anyone is eligible.

You can configure the reasons for initiating a one-time payment using the

Maintain Event Categories and Reasons

task. After creating a new plan, make sure there is an appropriate reason available. Although reasons are not required field, it can be helpful when reporting on types of award payments.

Referral Plans

You can use the one-time payment plan as a referral plan. To do this, you will include the referral one-time payment as part of the

Hire

business process. The system will then determine eligibility, identify the amount to pay, and use a configured payment schedule. There are several configuration steps to use a referral plan:

Create your one-time payment plan payment schedule.

Create your one-time payment plan by selecting the referral category and a payment schedule. Consider using one-time payment profiles with the appropriate eligibility rules on the plan and individual profiles.

Create a job requisition that includes a referral payment plan on the Recruiting Details page.

During the job application process, identify the pre-hire as a Referred by Worker on the job requisition.

Referral plan eligibility is critical, since you want the employee to receive the referral bonus only if they are eligible. You can use profiles to create different payment amounts and schedules. Eligibility at this level is commonly on:

The candidate being a rehire versus a new hire.

The hire has a specific status, such as a veteran.

The

Maintain One-Time Payment Plan Categories

task has a delivered value of "Referral." Configure other values for reporting purposes. When creating a one-time payment plan to use as a referral plan, select Referral in the category field. Next, you will enter a Payment Schedule field to dynamically appear on the page.

The

Maintain One-Time Payment Plan Schedule

task defines payment schedules for your referral plans. You can configure payment schedules based on the number of days, months, or years from the date of hire.

Initiating a One-Time Payment

To initiate a one-time payment, you can:

Use the employee's Related Actions to select the Request One-Time Payment task.

Search for the

Request One-Time Payment

task and select both the one-time payment plan and the employee receiving the award.

Include an optional

Request One-Time Payment

subprocess step as part of an Offer, Hire, Change Job, or Termination business process workflow to trigger automatically.

Use the EIB to upload awards for multiple employees using the Request One-Time Payment (Web Service).

The initial summary information includes the effective date of the award, the employee's name, employee's visibility date, and the reason for the award. Next, you can add one or more one-time payment plans in the One-Time Payment section. Once you select a one-time payment plan, additional fields will display based on the structure of the plan.

Below is a list of some additional fields that display on one-time payment plans:

Field	Definition
Organizational Assignments	When initiating the process of awarding a one-time payment, the current organization assignments display. This field displays as a reference and is useful if you decide to use the Worktags field to override one of these values, such as cost center.
Worktags	If you did not configure a worktag on the one-time payment plan, you can select one, or more costing override worktags when awarding the one-time payment. You can enter a costing override worktag to apply the cost of the one-time payment to another organization. Only enter one worktag per organization type.
Amount/Percent	This value defaults in from the one-time payment plan. If permitted, it will be editable. You can permit overrides. When creating a percent-based plan, you can define minimum and maximum percentages, as well as a target percentage and reference frequency. When requesting a one-time payment for an employee, the currency is based on the employee's compensation grade currency.
Send to Payroll	Select the optional Send to Payroll checkbox option to automatically send the one-time payment to Workday Payroll. Clear this checkbox if you want to enter a one-time payment to track in compensation, but has already been paid.
Supporting Information	This section contains additional information that support the one-time payment plan. For example, it includes Gross Up, target amounts and percentages, and target frequency.

You can enable your employees to request their own one-time payments by configuring the

Request One-Time Payment for Self

business process security policy and definition. If you choose to use this feature, also configure the appropriate one-time payment plans to be Worker Selectable. If the plan is not worker selectable, then it is not selectable by any user during the business process.

Use the

Configure Optional Fields

task to hide or require fields from employees. Also, access the

Maintain Categories and Reasons

task to configure the reasons you want to display to employees when they initiate one-time payment requests.

Workday enables you to configure custom validations and control the security groups with access to the

Self-Service: Request One-Time Payment

domain security policy.

Resource
: For additional information on the steps to enable employee self-service of one-time payment requests, reference Workday Community.

Using Segmented Security

Segmented security is only available in certain areas of Workday. You can segment security for compensation packages and grades. You can also configure segment security for a variety of funded and non-funded plans such as allowance, one-time payment, calculated, commmission, hourly, period salary, salary, unit salary, merit, bonus, and stock plans.

Segmented security typically controls which plans are available for users in a security group. Segment-based security allows you to configure which security groups can access defined segmented values. Eligibility rules can control which employees are eligible for a type of one-time payment but cannot control which security groups can select a specific plan.

To configure segment-based security groups, you must:

Determine who needs access to which segment of values. Identify members with existing security groups or create new security groups if needed.

Determine which values to secure in each segment. Create the values before creating the segments.

Determine which security groups require access to which security segments. Create and maintain the needed segment-based and intersection security groups.

Configure the segment-based security groups in the necessary domain security policies.

Add any new item values to existing security segments or create new security segments and segment-based security groups for new items you create.

Important
: When configuring a segment-based security group in a domain security policy, be sure to remove any references to the nonsegmented security groups in the security policy.

Note
: Workday delivers some additional segments for use in segment-based security groups. When selecting segments for the segment-based group, select Security Segments (Workday Owned) to view the available segments. Plan types are an example area with Workday delivered segments where you can configure which security groups should have access to what plan type segment.

By placing a segment-based security group in a security policy, members of the security groups will have:

Access to the items in that policy.

Access to values defined in permitted segments.

Constrained or unconstrained access.

The following table indicates where to configure administrator access and user access for each type of segment within compensation and pay:

Segment Type	Setup Domain	Access Domain
Compensation Setup	Compensation Segmented Setup	Varies
Compensation Plan Assignment	Compensation Segmented Setup	Worker Data: Funded Plan Assignments Self-Service: Funded Plan Assignments Worker Data: Non-Funded Plan Assignments Self-Service: Non-Funded Plan Assignments
Pay Components	Set Up: Payroll (Calculations - Payroll Specific)	Reports: Pay Calculation Results
Document Categories	Document Categories Segmented Setup	Worker Data: Add Worker Documents Worker Data: Edit and Delete Worker Documents