1. Before Creating Additional Pay or Transforming Pre-work
Before creating an Additional Pay Request or transforming a Pre-work Request into an Additional Pay Request, you need to be prepared with certain required information.
These tasks are performed by the Additional Pay Submitter
Determine the Additional Pay Type
Completed and verified Pre-work Request
Non Pre-work Additional Pay Request
Verify the completeness and accuracy of source material and supporting documentation
Determine the correct Job Class Code, compensation amount(s), and dates based on the situation being compensated
Determine the correct General Ledger and Payroll object codes based on the situation being compensated
Find and attach (i.e. upload) the proper/required documents to the Additional Pay Request

2. Preparing Additional Pay Information
After determining the Type of Additional Pay, determine and collect the information required for the Additional Pay Request (varies by Additional Pay Type); for example:
Calculate the compensation amount for extra services and vacation payout
For Extra Services Weekly Paid, if work exceeds 40 hours in the week being compensated, calculate the compensation amount to account for overtime pay (i.e. time-and-a-half)*
Other Additional Pay Types require no calculation
For these Requests, verify the total amount of compensation being requested
Determine the proper Job Class, Fund, Object, Program, and CREF codes
Scan attachments (required documents vary by Additional Pay Type)
*For Extra Services Additional Pay to Weekly Paid employees working multiple jobs at different rates, consult Human Resources Compensation for details on calculating and processing.
*Weekly paid employees who work extra hours as part of their regular job duties should be paid overtime through On-Line Time Reporting.

3. Job Class Code, Accounts and Compensation Dates
Determine the appropriate Job Class Code, General Ledger and compensation details.
Many employees have only one Job Class Code; this is the Job Class Code
If an employee has multiple Job Class Codes (e.g. Faculty) and you must use the appropriate Job Class Code based on the situation being compensated
Determine the General Ledger and Payroll object codes that will be used for payment
Ensure that these codes align with the Job Class Code and the circumstances being compensated
Determine the dates, these include:
Compensation Dates - the date(s) the work was/is to be performed
Earliest Pay to Include - earliest pay date in which the pay will be included
Distribution Period End - the Calendar Period in which the pay will be distributed in the selected account code combination(s)

4. Attaching Supporting Documents
Locate and upload the attachments that support the Additional Pay Request.
On your computer desktop, locate the attachments for the Additional Pay Request
Upload the attachments by using the PennWorks Upload feature called Attachments > View/Edit
No one can edit or delete the documents you attach
Approvers will be able to view your attachments and/or add additional documentation as an attachment

5. Approval of Additional Pay
Additional Pay Requests routes automatically to:
Paying and Home ORG Approvers (and ORS if a Grant is the funding source), and then on to higher level Approvers (e.g. Home/School, Provost, H.R.) depending on the Type of Additional Pay Request
If an Approver rejects the Additional Pay Request, it is immediately removed from the Approver queue and routed back to the Submitter
Submitters can check on approval progress via PennWorks Additional Pay Routing History
The School/Center Access Administrators maintain a list of Additional Pay Approvers; contact the appropriate Access Administrator if you need the name of the Approver for a given ORG for follow-up purposes
The same person cannot be both the Submitter and the Paying ORG and/or Home ORG Approver, and/or Home School/Center Approver. At least 2 different people must be involved in the Submit and Approve process before the Provost or HR.

6. Processing of Additional Pay
Once all the approvals have been obtained, PennWorks sends the Additional Pay Request to the Payroll system for processing.
Pay will be issued in accordance with established Payroll procedures based on the ‘Earliest Pay to Include’ date entered in PennWorks Additional Pay
Assuming all approvals were obtained in time for inclusion in that particular payroll run
Verification of issued pay should be conducted using existing procedures and reporting mechanisms
i.e. Salary Management and Data Warehouse reports