Managing Overloads

Tags workday

Quick Reference Guide

Objective or Task

Set up and pay an overload assignment for a faculty or staff member in Workday.

Instructions

Part 1: Confirm Overload Eligibility

  1. Verify the employee has a 1.0 FTE primary position.

    • Overload pay is only permitted for employees at full‑time FTE.

  2. Confirm the employee has a position in the organization that will manage the overload.

  3. If the employee’s FTE is less than 1.0, do not proceed.

    • Guidance must be obtained before continuing.

Part 2: Add an Additional Job (If Required)

  1. Determine whether an additional job is required for the overload:

    • Employees who overload in a different department must have an additional job.
    • Staff overloads must always use an additional Lecturer job.

  2. Identify the appropriate JM Supervisory Organization for the additional job.

  3. Enter Add Job in the Workday search bar and open the task.

  4. Enter the Supervisory Organization and Employee, then select OK.

  5. Enter the Effective Date to align with the academic period.

  6. Enter the appropriate Reason.

  7. In Job Details, enter:

    • Employee Type set to Temporary (Fixed Term)
    • Job Profile set to the appropriate Lecturer profile
    • Time Type set to Part‑time
    • Location
    • Pay Rate Type
    • Scheduled Weekly Hours set to 0

  8. Open Additional Details and enter:

    • Annual Work Period
    • Disbursement Plan Period
    • End Employment Date aligned to the end of the academic period

  9. Attach supporting documentation in Attachments, then select Submit.

Part 3: Assign Overload Pay Using Period Activity Pay

  1. Enter Manage Period Activity Pay Assignments in the Workday search bar.

  2. Enter:

    • Effective Date
    • Employee
    • Academic Period
    • Activity set to INS – Instructional – Overload

  3. Select the appropriate Reason for adding, updating, or ending overload pay.

  4. In the activity line, enter:

    • Comment describing the overload activity
    • Start Date and End Date
    • Reportable Hours set to None of the above
    • Weekly Service Hours for course load reporting
    • Quantity set to 1
    • Assigned Unit Rate for the total overload pay

  5. Confirm the Total Amount.

  6. Attach the signed Overload Agreement and assign the Period Activity Pay category.

  7. Select Submit.

Outcome

The overload assignment is correctly set up in Workday, with any required additional job created and overload compensation paid through period activity pay for the approved academic period.

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