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Administrator Guide
Last Updated: 2024-09-20
Request One-Time Payments for Employees

Request One-Time Payments for Employees

  • Configure the
    Request One-Time Payment
     business process for your organizations.
  • Configure the
    Request One-Time Payment Offer/Employment Agreement
     business process if you use the Workday Recruiting
    Offer
     business process.
    If using Consolidated Tasks for
    Offer
    :
    • Select the
      Consolidate Tasks
       check box on the business process security policy.
    • Configure modify access on the
      Candidate Data: One-Time Payment Offer
       domain in the Core Compensation functional area.
  • Set up primary or required worktags with the
    Maintain Worktag Usage
     task to integrate with Workday Payroll or Payroll Integration.
  • Security:
    Request: One-Time Payment
     in the Core Compensation functional area.
You can request a one-time payment for an employee when:
  • You access the
    Request One-Time Payment
     task for a referral bonus, a retention incentive, or for another reason.
  • You’ve included the
    Request One-Time Payment
     business process as a step in business processes such as
    Offer
    ,
    Hire
    ,
    Change Job
    , or
    Termination
    .
You can also use the
Request One-Time Payment
 web service.
  1. Access the
    Request One-Time Payment
     task.
  2. (Optional) Select an
    Employee Visibility Date
    .
    If configured, Workday hides updated pay-related compensation data from the worker until the date. If left blank, Workday uses the effective date. See: FAQ: Employee Visibility Date.
  3. (Optional) Select
    Add
     to configure the one-time payment.
  4. Select a
    One-Time Payment Plan
    .
  5. (Optional) Select 1 or more
    Worktags
     to integrate with Workday Payroll or Payroll Integration.
    For more control of payroll expense reporting, you can configure related worktags on the
    Maintain Related Worktag Usage
     task. See: Setup Considerations: Worktags.Example: Configure Cost Center as a related worktag for one-time payments.
    If you use worktags, you can also enable the
    Route Business Processes Based on Costing Overrides
     option in the
    Compensation
     section on the
    Edit Tenant Setup - HCM
     task. Doing so enables Workday to route business process steps to the managers associated with the worktags.
  6. (Optional) Select a
    Costing Company
    .
    Workday overrides the default company and charges the one-time payment to the company you select.
    This only displays if you selected the
    Intercompany Accounting - Enable
     check box in the Payroll Accounting section on the
    Edit Tenant Setup – Payroll
     task. See: Reference: Edit Tenant Setup - Payroll.
  7. Select a
    Scheduled Payment Date
     greater than the
    Effective Date
    .
    This only displays if you selected the
    Enable Multiple One-Time Payments
     check box in the Compensation section on the
    Edit Tenant Setup - HCM
     task. See: Reference: Edit Tenant Setup - HCM.
    When using multiple one-time payments, the
    Scheduled Payment Date
     can differ for each payment.
    Workday processes the one-time payment in the on-cycle payroll calculation for the pay period that includes the
    Scheduled Payment Date
    .
  8. (Optional) Select a
    Coverage Start Date
     and
    Coverage End Date
    .
    The
    Coverage Period
     section only displays if you selected
    Enable Coverage Dates
     on the one-time payment plan. Coverage dates enable Workday Payroll or Payroll Integration to associate dates with the one-time payment for US Fair Labor Standards Act (FLSA) reporting requirements.
  9. Select the
    Send to Payroll
     check box for Workday Payroll or Payroll Integration to process the payment.
    Otherwise, Workday doesn't process the payment.
    With
    Send to Payroll
     selected, the
    Forfeit
     check box displays during terminations for both one-time and bonus payments under certain conditions. See: Concept: Forfeit and Clawback for Terminated Workers.
    If you select
    Forfeit
    , Workday forfeits the payment, overriding
    Send to Payroll
    , and won't pay the one-time or bonus payment.
    If the pay group detail is locked, then the one-time payment may be delayed until the next payroll cycle.
  10. Select a
    Clawback Payments
     option:
    Option Description
    Do Not Clawback
    If selected, Workday still creates the clawback payment for reporting purposes, but takes no other action.
    Use this option if you don't plan on recovering the payment.
    Send to Payroll
    If selected, Workday processes the clawback payment through Payroll on the
    Scheduled Clawback Date
    .
    Recover Manually
    Select this if you intend to recover the one-time payment manually, outside of Workday.