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Administrator Guide
Last Updated: 2024-08-09
Set Up Voluntary Deduction Elections

Set Up Voluntary Deduction Elections

Security:
Set Up: Payroll
 domain in the Core Payroll functional area.
You can configure voluntary deductions for workers to elect through employee self-service (ESS) based on:
  • Their pay group eligibility.
  • The country you configure on the pay component. To enable the same deduction in several countries, create as many voluntary deduction configurations as needed. Example: To enable a deduction for both the U.S. and Canada, create 1 deduction configuration per country.
You can configure 1 election period per year for the same deduction with different amounts and date ranges.
Workers can't edit a one-time voluntary deduction after you process it in pay results.
To configure an existing ongoing pay input as a voluntary deduction, enter an end date on the pay input. You can then enable it for voluntary deduction election.
  1. Access the
    Maintain Voluntary Deduction Configurations
     task.
  2. Enter a row for each voluntary deduction election.
    Option Description
    Deduction
    Workday doesn't filter visible deductions that you can configure for ESS based on worker eligibility.
    Worktag Type
    (Optional) Select a custom worktag type. You can set up custom Payroll worktags to help categorize voluntary deductions. Example: Create a custom worktag type
    Campaign
     with values
    Africa
    ,
    Americas
    , and
    Asia
     to enable workers to specify the recipient region for an international charity.
    When you select a worktag type here, Workday displays a mandatory
    Purpose
     prompt when workers add this deduction.
    Help Text
    (Optional) Enter instructions to assist the worker making their election. Workday displays the help text on the
    Voluntary Deductions
     report.
    Earliest Visible Date
    Latest Visible Date
    (Optional) Enter the date range to display the deduction election option to workers.
    Leaving the start and end dates empty makes the deduction election option always available. When setting up multiple election periods for the same deduction, always enter start and end dates.
    Earliest Take Effect Date
    Latest Take Effect Date
    (Optional) Enter the date range that the deduction can be in effect.
    Workers can enter effective start and end dates within that range on the ESS task.
    Leaving the start and end dates empty makes the deduction election option always effective. When setting up multiple election periods for the same deduction, always enter start and end dates.
    Allow One-time
    When you select this check box, Workday processes the deduction in full for the pay period or any subperiod that includes the
    Effective Date
     of the pay component.
    Allow Ongoing
    Workday processes the deduction in each pay period until either of these dates, if they exist:
    • The
      End Date
       that workers enter through ESS.
    • The
      Latest Take Effect Date
      .
    When a pay period has multiple subperiods, Workday resolves the deduction in each subperiod.
    Make sure that the period schedule includes the start and end dates of the voluntary deductions. When it doesn't, workers can't see the deduction that they enter.
    Workers can't edit voluntary deductions when a future (ongoing) configuration exists.
    Value Type
    Percent
    : Available only for deductions that have
    Input Allowed?
     selected for at least 1 related calculation.
    Calculation
    Select a related calculation for deductions that:
    • You configure as a percent in this task.
    • Has more than 1 related calculation that allows payroll input.
    If the deduction only has 1 related calculation, this field displays it and you can't edit it.
    Minimum
    Maximum
    To set a fixed deduction amount, enter the same value in the
    Minimum
     and
    Maximum
     fields.
    When workers elect a deduction greater than their pay on the payment date, it results in a negative net for the pay period. You can adjust the net pay by setting up arrears processing.
Workers can edit only the end date of an ongoing deduction after you process it in pay results. They can set it to a date that's on or after the end date of either:
  • The current in-progress pay period.
  • The last completed pay period, when there isn't a period in progress.
When you enable the
Voluntary Deductions
 report for ESS, Workday considers the workers' pay group eligibility to determine which deductions are available for election. Workday doesn't consider other worker eligibility criteria. After you process the deduction in payroll, workers can view it on their profile for 7 days after the later of the:
  • Payment date.
  • Payslip visibility date that you configure on the workers' pay group.
Review these reports that provide information on deductions:
Report
Description
All Deductions
The
Enabled for Voluntary Deductions
 report field indicates that a deduction is available for ESS election.
Payroll Input Not Processed
View Payroll Input by Worker(s)
The
Created by Worker
 report field marks deductions that workers elected through ESS.