Embedded Files
Use this Create a One-Time Payment job aid to process both One-Time Payments (OTPAY) and Overload Payment Generator (OPAY) transactions. One-Time Payments (OTPAY) are used for single, non-recurring payments, such as incentives, merit awards, bonuses, stipends, and settlement/severance payments. The Overload Payment Generator (OPAY) transaction is used to create overload or extra-duty payments for eligible employees, for an agreed upon recurring amount that spans a specific number of pay periods. When utilizing OPAY for a payment plan, the transaction must be dated to the day the plan is created and should not be backdated.
In order to ensure payments for employees are processed correctly, Human Resources and Payroll professionals need to ensure they are utilizing the correct codes when processing transactions.
Note: OPAY works while an employee is actively receiving paychecks. If the repayment schedule carries over after a separation, the current collections/receivables process should be followed.
Prerequisites:
Before you begin, make sure:
You have the employee ID for the individual you want to update.
The salary or compensation change has been officially approved.
You have reviewed the pay cycle calendar for the timing of the request.
Steps to Create a One-Time Payment:
Access the PAYM Activity Folder & Search for the Employee
On the Home Page, click the Payroll Management (PAYM) QuickLink.
—OR—
Use Global Search to navigate to the PAYM page: Click the expand/collapse (🞂) icon in the search bar, select Page Code, enter PAYM, and select PAYM Payroll Management from the drop-down list.
The Payroll Management activity folder opens to a query.
2. Use the filter fields to search for the employee, then click Apply.
—OR—
Click a card in the Recent Searches section to re-run a search you ran previously. The matching results populate in the grid.
3. Locate the correct record, then click the View button next to the record to open it. The record opens in the Payroll Management Activity Folder.
Create a One-Time Payment
4. Navigate to the Pending Payment tab.
Note: If the tab isn’t visible, click the 3-dot menu or right arrow to view all tabs.
5. Click the tab-level 3-dot menu and select Create One-Time Payment. The One-Time Payment (OTPAY) page opens to the One-Time Payment Detail tab.
6. Click the Insert (+) icon within the table & complete the fields in the new row:
Pay Type: Enter the code or use the picklist to select a code.
Payment Amount: Enter the amount of the one-time payment.
Note: The amount can be a positive or negative number. A positive number will increase the employee’s gross pay whereas a negative number will decrease the employee’s gross pay.Event Date: Enter the date in MM/DD/YYYY format or use the calendar picker to select the date.
Labor Distribution Profile: Enter the code or use the picklist to select a code.
Attachments: Click the paperclip icon to add relevant attachments.
Note: See the Attachments guide for additional information on how to upload attachments.
7. Click the row-level expand/collapse (🞂) icon and click the Supplemental Pay dropdown to select the supplemental pay type:
By-Pay-Type: The “By-Pay-Type” option is used to produce checks for special payments according to a specific pay event type such as a bonus or uniform allowance.
Regular Pay Type: The “Regular Pay Type” option indicates that the one-time payment will be included in the next regular payroll run.
Replacement: The “Replacement” option is used to replace an incorrect or lost check.
Retroactive: The “Retroactive” option is also used to process retroactive payments that were produced during the retroactive pay process and marked to be picked up in this separate supplemental run.
Single Warrant: Do not select this option. The Single Warrant Supplemental Trigger indicates that Gross-to-Net (GTN) should process supplemental payments as individual payments based on the pay period the supplemental payment is reported for.
Save, Validate, Submit, & Close the Transaction
8. Click the Save button at the top of the page.
9. Click the Validate button at the top of the page.
Confirm that the transaction validated successfully.
If errors are returned, correct the issues in the applicable sections and click Validate again.
10. Once validation is successful, click the Submit button at the top of the page.
Confirm that the transaction was submitted successfully.
11. Click the Close button at the top of the page.
Steps to Create a One-Time Payment:
Access the PAYM Activity Folder & Search for the Employee
Follow steps 1-4 above to search for the employee, open the PAYM activity folder, and navigate to the Pending Payment Tab.
2. Click the tab-level 3-dot menu and select Create Overload Payment Generator. The Overload Payment Generator (OPAY) transaction opens to the Overload Payment Generator tab.
3. Click the insert (+) icon within the table & complete the following fields in the new row:
Pay Type: Enter the code or use the picklist to select a code.
Total Payment Amount: Enter the amount of the total payment.
Note: This amount can be a negative or positive number.
Number of Payments: Enter the number of payments that will be made.
Attachments: Click the paperclip icon to add relevant attachments.
Note: See the Attachments guide for additional information on uploading attachments.
4. Click the row-level expand/collapse (🞂) icon and enter the Pay Event Start Date in MM/DD/YYYY format or use the calendar picker to select the date.
5. Follow steps 8-11 above to save, validate, submit, & close the transaction.
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