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Administrator Guide
Last Updated: 2023-06-23
Maintain Payment Election Rules

Maintain Payment Election Rules

  • Set up payment types.
  • Security:
    • Set Up: Payment Election
       domain in the Expenses functional area.
    • Set Up: Payroll (Payment Election Rules)
       domain in the Core Payroll functional area.
    • Set Up: Payroll Interface
       domain in the Payroll Interface functional area.
    • Assign pay groups to users for Payroll or Payroll Interface. See Assign Workers to Pay Groups.
You can use payment election rules to define choices for receiving and making payments, such as:
  • Methods of payment.
  • Number of allowed payment methods.
  • Number of allowed payment split distributions.
For the United Kingdom, only direct deposit is valid.
You can define payment election rules for these types of payments:
  • Payroll. You can define multiple rules for payroll payments.
  • Payroll Interface. You can define multiple rules for payroll interface payments.
  • Expense reimbursement payments. You can define only 1 rule for expense payments, which applies to all users.
  • Supplier invoice payments.
  • Student payments.
  • Student refunds.
You can use these web services to set or retrieve payment election rules:
  • Get Payment Election Rules
  • Put Payment Election Rule
  1. Access the
    Maintain Payment Election Rules
     task.
  2. Add a row for each payment election rule and select the rule type.
  3. As you complete the task, consider:
    Option Description
    Inactive
    When you set a rule to
    Inactive
    , it remains active where it's already in use, but is no longer available when you add or update payment elections.
    Run Category
    You can assign each run category to 1 rule only. Administrators can see all run categories for a person's elections, including run categories that are no longer valid.
    Default / Pay Group Specific Rule
    When you select
    Payroll Interface Rule
     from the
    Election Rule Type
     prompt, you can select either:
    • Specific payroll interface pay groups.
    • The default rule that Workday applies to users in pay groups without rules.
    You can assign only 1 payroll interface rule as the default rule.
    Criteria for Employee Visibility
    Set criteria to control who is eligible to view the pay type using the Payroll Rule on the
    Maintain Payment Election Rules
     task.
    Example: If temporary workers aren't eligible for bonus payments, you can define criteria to exclude temporary workers from seeing the Bonus Payment election type.
    Allowed Payment Types for Payment Elections
    You can select one or more of these payment methods:
    • Check
      .
    • Direct Deposit
      .
    • Manual
      .
    Default Payment Type for Add Initial Election
    Select the default payment type to apply when Workday displays initial payment elections for this pay type. Example:
    Direct Deposit
     for
    Regular
     pay.
    Allowed Payment Types for Transaction Overrides
    Payment methods you can use to override payment elections when creating on-demand payments and auditing expense reports. Configure this value to make payment methods visible.
    Override Payment Types for Pending Prenotes
    Workday uses the override payment type when prenotes for bank accounts return
    Pending
     or
    In Progress
     statuses. Prenoting occurs when users add or change bank accounts for direct deposits.
    Workday only uses this override when the payment currency is USD and the payment type is selected in the
    Maintain Payment Election Options
     task.
    Override Payment Types for Error Prenotes
    Workday uses the override payment type when prenotes for bank accounts return the
    Error
     status.
    Workday only uses this override when the payment currency is USD and the payment type is selected in the
    Maintain Payment Election Options
     task.
    Max Number of Elections
    Workday limits the expense rules to 1 election. If you use ADP Check Print Connector, set this value to no more than 8.
    Default Payment Type Election
    Select either:
    • Default Payment Type
       - To apply when no payment election exists for the pay type. For expense reimbursement payments, include the default payment type in the
      Allowed Payment Types for Payment Elections
       prompt.
    • Same Default As
       - To use the
      Default Payment Type
       from another pay type as the default payment type for this election.
  • A person can use the
    Payment Elections
     report to add bank information, edit allocation of payments, and remove bank accounts.
  • Administrators can edit payment elections using the
    Maintain Payment Elections
     task.