Concept: How Payroll Processes Calculated Time

Integrating Workday Payroll and Time Tracking

Workday Payroll can pay employees for approved calculated time tracked through Workday Time Tracking. To configure the applications to work together, you must map earnings to time calculation tags and link time periods to pay periods.

How Workday Payroll Retrieves Time for a Pay Run

During the

Run Pay Calculation

task, Workday:

Retrieves the time periods mapped to the processing pay period.

Determines the dates for pulling in time based on the start and end dates of the mapped time periods.

Filters for approved calculated time blocks.

If processing a subperiod, Workday looks for time on dates:

On or after the start date of the payroll subperiod.

On or before the end date of the payroll subperiod or the time period end date, whichever is earlier.

For the earnings, Workday retrieves approved calculated time that has calculation tags that match the tags assigned to the earnings.

Best Practices for Payroll Administrators

Be sure that all corrections to time are approved before completing the retro pay calculation process. This prevents Workday from creating a negative retro difference for the time originally paid. Use these reports to identify workers with unapproved corrections to time blocks:

Retro Calculation Processing Report

View Retro Results

Retro Pay Calculation Results for Group of Workers

Retro Pay Calculation Results for Worker

Retro Pay Calc Result Audit Detail Report

Use the

Run Retro Pay Calculation

task before each payroll:

To process prior period corrections.

When you pay time on a lag.

Run payroll when the time period is locked.

The time period schedule identifies lock dates during which workers can't enter time. Users with the appropriate security can change the lock date for a period if you need more time to complete the payroll.

Recalculate payroll as necessary.

Use the

Run Pay Calculation

task and select either

Smart Calculation

or

Smart Calculation Based on Events

(limited to time and time off entries).

Aggregating Time

Workday can pull details such as worktags and override rates from calculated time blocks into Payroll for costing and other purposes. Workday creates separate payroll result lines for each combination of worktags and override rates. If a worker has multiple jobs, Workday aggregates time blocks by position. You can set up aggregation on the

Time Block Aggregation

tab of the

Maintain Pay Component Related Calculations for Aggregation

task.

Using Override Rates

If configured for a time entry code, you can enter an override rate for a time block. If a time block has an override rate, the override rate is available to Workday Payroll and can be used in a payroll calculation. To use the override rate in a payroll calculation, use the Time Tracking: Override Rate for Time Block
instance value calculation.