Purpose

The purpose of this policy is to establish clear guidelines for the appropriate use of One-Time Payments (OTPs) and ensure compliance with institutional payroll and Workday approval requirements.

Policy Statement

One-Time Payments are intended to compensate employees for short-term, non-recurring work that is separate and distinct from their regularly assigned duties. Examples may include participation in a single-day event, temporary assignments of limited duration, or other one-time activities.

One-Time Payments must not be used as substitutes for:

• Overload compensation
• Summer pay
• Winter pay
• Ongoing supplemental compensation
• Any work extending across multiple weeks or months

These compensation types each follow separate approval and processing workflows within Workday based on their intended purpose and applicable institutional guidelines.

Appropriate Use of One-Time Payments

One-Time Payments may be used when:

• The work is temporary and limited in scope
• The activity occurs over a short timeframe
• The duties are outside the employee’s regular job responsibilities
• The payment is non-recurring in nature

Examples include:

• Compensation for a single-day event or workshop
• One-time participation in a panel, training, or presentation
• Short-duration special assignments that do not constitute ongoing work

Inappropriate Use of One-Time Payments

One-Time Payments may not be used for:

• Recurring or continuous work assignments
• Compensation for duties performed over several weeks or months
• Circumventing established overload, summer, or winter pay processes
• Payments intended to avoid standard approval workflows

Work that is ongoing in nature must be processed through the appropriate compensation mechanism in Workday.

Exceptions

Exceptions to this policy may only be considered under limited and unforeseen circumstances, such as:

• Missed activity entry deadlines
• System processing issues
• Other extraordinary administrative circumstances

Any exception must:

• Be appropriately documented
• Receive approval from the applicable administrative and payroll offices
• Remain infrequent and not establish a precedent for future processing

Payroll Services has advised that exceptions are not considered standard practice and should not be relied upon for long-term or recurring compensation arrangements.

Compliance

Failure to comply with this policy may result in delays, rejected transactions, or additional review by Payroll Services and Academic Affairs.