Additional Compensation

Overview

To submit  Additional Compensation for an employee use the Add Job transaction. Additional Compensation is applicable to the following employee categories: Administrative/Professionals, Full Time Faculty, and Professional Researchers. Examples of additional compensation include Summer Pay for Full Time Faculty and Special Project for Administrative/Professionals.

Steps in the transaction include: Assign Organizations, Assign Costing Allocations, and Add Activity Pay.

Roles & Approval

The transaction is submitted by the HR Analyst and routes to the HR Partner and then the Finance Executive for review and approval.

additional Transaction information

Additional Compensation Jobs are assigned to the same pay group as the employee’s primary job or position. For example, if the employee is a Full Time Faculty member on the Monthly pay schedule, the additional compensation job is assigned to Monthly as well. Refer to the Assign Pay Group tip sheet for more information.

Steps

  1. Navigate to the employee record.
  2. Click the Actions ellipse > Job Change > Add Job
  3. In the Supervisory Organization field, enter the ad comp sup org. Most schools and units have set up specific supervisory organizations for additional compensation.  (Note: the staffing model for additional compensation is job management.) Make sure to select the correct sup org. You will see “(Ad Comp) or (Additional Compensation)” in the name. Example: PeopleSync College (Ad Comp) (WS0000).
  4. Click OK.
  5. Enter the Effective Date
  6. Enter the Reason > Add Additional Compensation Job
  7. On the Job Details page select the following:
    • Employee Type: Enter Fixed Term.
    • Job Profile:
      • Select Faculty Additional Compensation for faculty-related jobs OR
      • Select Non-Faculty Additional Compensation for non-faculty-related jobs.
      • For example if the employee is a FT Faculty member, select Faculty Additional Compensation. If the employee is an Administrative/Professional, select Non-Faculty Additional Compensation.
    • Time Type: Select the time type to match the primary position’s time type.
    • Location: Select the location (e.g. Washington Square)
    • Workspace: Enter the workspace of click the menu icon and select a workspace.
    • Pay Rate Type: Select Salary
    • Scheduled Weekly Hours: This will default to 35. You do not need to modify this field.
  8. Click the arrow next to Additional Details to display more fields.
    • The Job and Business Title default to match the job profile. You can modify this if needed.
    • Enter a date in the End Employment Date field.
    • You do not need to complete or modify the following: Default Weekly Hours, Additional Job Classifications, Company Insider Types, Worker’s Compensation Code Override, or Work Schedule.
  9. Enter a comment if needed.
  10. Click Submit
    • You may see the soft alert: The Job Profile, Business and Job Titles all match. If this is not correct please update the Business Title before submitting, Modify title fields if needed, otherwise, click submit again.
  11. Next is the Change Organization Assignment page. Click Open.
    • Refer to the Change Organization Assignment tip sheet for an overview of this page. Typically you will need to review and modify the following fields:
    • The fields which make of the chartfield. These are Cost Center, Business Unit, Program, Fund, Project and Account.
    • In the Compensation Type, select Regular Pay.
    • Timeoff Approver and Timesheet Approver fields should not be completed.
  12. Click Submit.
  13. Next is Assign Costing Allocations page.
  14. Next is Add Period Activity Pay. Click Open.
    • In Academic Period enter in period or click the menu icon > By Academic Year. Next select the academic year and then select the period.  For Additional Compensation, be sure to select periods beginning in “Non Adjunct.”
    • Select the Period Activity Pay Matrix which aligns with the Academic Period. Click the menu icon > Eligible Matrices and select a matrix.
      • For example, if you selected “Non-Adjunct – Fall 2020” for the Period, the Period Activity Pay Matrix is “2020/2021 – Activity Pay Minimum & Increase Period.”
  15. On the  Manage Period Activity Pay Assignments screen first complete the Reason field. Click the menu icon > Period Activity > Assign Activity Pay. Select the one reason in this list.
  16. In first column, Activity, you will see the following fields listed below. 
    • Activity –  Click the menu icon and select By Category: Click on 1 – Additional Compensation and select among the three letter codes. Refer to the Activity Pay Map. This provides a list of all additional compensation codes.
    • Task – Note this field is left blank for Additional Compensation, Post Doc Fellows, and Student-Related jobs
    • Comment – Enter in comments if needed.
  17. In the next column, enter in the Activity Start and End Dates. Enter the dates or click the calendar icon and select dates. Notice that once you click enter the system prepopulates the dates fields in the last column marked Payment. The Use as Payment Date Range checkbox is now selected. However, you can modify the Payment Start and End Dates if needed.
    • Guidelines for Payment dates. We recommend that you use start /end dates which align with the pay period of the employee. 
  18. In the Units review or enter the Quantity and Assigned Unit Rate.
    • Note for non-teaching adjunct activities such as H5, Additional Compensation, Post Doc Fellows and Student-Related, it is common to enter a “1” for the Quantity and a lump sum/amount to be paid for the enter period in the Assigned Unit Rate field.
  19. Once these fields are completed, the Compensation column shows the resulting Total Amount. The system multiplies Quantity X Assigned Unit Rate.
    • For example 1 X $10,000 = $10,000.
  20. If you need to enter in a Costing Override click on the button under Costing Override in the Compensation column.
    • A pop up screen displays where you can enter in the costing in the Worktags section.
  21. Enter a Comment if needed.
  22. Click Submit.
  23. The transaction routes to the HR Partner and then the Finance Executive for review and approval.

Last updated in September 2020.