Purpose and scope
The purpose of this instruction guide is to define the steps required to effectively complete the One-Time Payment Request Form (PDF).
The One-Time Payment Form is to be used for processing payment to a “non-employee” (third party, student, etc.) who already exists in Workday and is currently active (status is not “terminated”) or for an active employee (staff, faculty). This form can also be used to process payment for one of the following payment types, which are not available through the One-Time Payment hire process:
- Fee for Service
- Living Allowance
- Royalties
You can reference the Payment Types Chart (PDF) for definitions of one-time payment types and processing methods (Workday vs. paper form).
Instructions and Responsibilities
Applicant/Requestor:
The Requester is responsible for:
- Completing the One-Time payment form in a timely and comprehensive manner, ensuring all required fields are completed and description of work/service performed is provided.
- Obtaining the required approvals/signatures required for the requested change, such as:
- Cost Center Manager/Signing Authority
- Sending the required documentation to payroll@uwaterloo.ca in a timely manner by the payroll deadline
Payroll:
Payroll is responsible for:
- Reviewing and validating the information captured on the One-time Payment Form. If information is missing or inaccurate, Payroll will be responsible for contacting the requester and requesting the missing information.
- *Please note: Missing or inaccurate information and/or approvals will affect the timely processing of the form and may result in payroll delays.
- Processing payment on the individual's next pay cycle pay date. Note: if the individual is currently hired as a monthly paid employee, this will be added to the monthly payment
Human Resources Operations:
HR Operations is responsible for:
- Processing the one-time payment in the Human Resources Management System (HRMS).
Key Terms and Definitions
|
Term |
Definition |
|---|---|
|
Unpaid Leave of Absence |
A staff member may request approval for an unpaid leave of absence. There must be an expectation that the staff member will return to the University at the end of the requested unpaid leave. Normally, the duration of the leave will not exceed 12 months. Pension and benefits implications should be reviewed with Human Resources before an unpaid leave of absence is requested. During an unpaid leave of absence, the employee is not performing work in any capacity for the University and does not receive any payment during this period of time. Please refer to Policy 39 for full details. |
|
Paid Study Leave of Absence |
A study leave is defined as a leave of longer duration than the usual conference or short course, which may be attended by a staff member with the approval of her/his department head. Requests will be judged based on the ultimate benefit to the University. The Vice-President, Academic & Provost must give final approval to the terms and conditions of the paid study leave. |
|
Employee ID (if known) |
An individual who has previously worked with Waterloo will have a 6-digit identification number assigned. If the individual is a new employee, or if the previous number is unknown, leave blank. |
The following table defines the fields in the One-Time Payment Request form and provides instructions for using and completing the form.
| ISSUING DEPARTMENT INFORMATION | |
|---|---|
|
Term |
Definition |
|
Name of Department Contact: |
Name of the individual requesting the one-time payment. |
|
Phone Extension: |
Phone extension of department contact. |
|
Supervisory Organization: |
Enter the Supervisory Organization name that this one-time payment will be hired under. |
|
Organization ID: |
Enter the Supervisory Organization ID number found In Workday. To locate the number, click on incumbent's 'Supervisory' Organization name hyperlink. Enter the Organization ID: SUPORG followed by a 6-digit number |
|
PAYEE INFORMATION |
|
|---|---|
|
Legal First Name: |
Legal first name of one-time payment recipient (must be full legal name) |
|
Last Name: |
Last name of one-time payment recipient |
|
Employee ID (if known): |
An individual who has previously worked with UW will have a 6-digit identification number assigned. If the individual has never been paid previously by the University of Waterloo, leave it blank. |
|
PAYMENT TYPE |
|
|---|---|
|
Only include one payment type per form per payee. |
|
|
Payment to an existing employee: |
If the individual is active in Workday, provide the amount and indicate type of payment |
|
Payment to a non-employee: |
If the individual is not active in Workday, follow user guide to Hire for a one-time payment Form is used only for following payments: Fee for Service, Royalties and Living Allowance |
|
Description of work/service performed: |
Use this field to provide details of this one time payment |
|
Cost center(s): |
Enter work order and activity to which the one-time payment will be charged |
|
Cost Centre owner name & Signature: |
Name of cost centre manager or signing authority/delegation required |
Resources:
Contact Human Resources at extension 45935 or hrhelp@uwaterloo.ca for further information.