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Administrator Guide
Last Updated: 2023-06-23
FAQ: Multiple Jobs and Workday Payroll

FAQ: Multiple Jobs and Workday Payroll

The questions in this topic are applicable only to these countries:
  • Payroll for Canada
  • Payroll for the UK
  • Payroll for the U.S.
What happens when a worker's positions are in different pay groups or companies?
The worker receives a separate:
  • Payslip for each pay group processed for the same company.
  • T4 and RL-1 from each company (CAN).
  • W-2 from each company (USA).
The pay calculation process calculates:
  • Position-based pay components for each of a worker's positions.
    When processing payroll input, Workday determines which company the position currently belongs to.
  • Worker-based pay components once for each of a worker's pay groups per company.
  • Fair Labor Standards Act (FLSA) regular rate of pay across all jobs in the same company, except for certain tax relationships (USA).
  • Taxes for the authorities associated with the employee's payroll processing position. State unemployment insurance (SUI) taxes are based on the location of the worker's primary position. Certain local taxes also follow the SUI state (USA).
  • Provincial tax based on the worker's payroll processing position (CAN).
  • Reference number (RP) based on the worker's payroll processing position, whether or not that position is in a different company (CAN).
Workday doesn't calculate retro differences for workers with positions in multiple companies when those companies don't have pay results.
For workers in the same Canadian pay group in different companies, Workday creates 1 payroll result per company. The payroll results display the company reference number. Workday derives the reference number from the information that you configure on the company that the worker's payroll processing position is in. To ensure that the Payroll Account Number, which is a combination of the business number and reference number, is correct, configure these for the companies:
  • Business number on the
    Edit Company Tax Details
     task.
  • Reference number on the
    Edit Company Federal CAN Tax Reporting
     task.
Payroll for the UK only supports multiple positions in the same company.
When a worker's additional position ends, does on-cycle processing pay the position?
You can configure the run category to continue to pay active workers for an ended additional position.
  1. Update the run category of the pay group for the ended additional job.
  2. Access the
    Edit Run Category
     task.
  3. In the
    Workers to Process
     section on the
    General
     tab, select an
    Ended Additional Job
     status. Example:
    Ended Additional Job with Pay Through Date
    .
  4. In the
    Gross/Net
     section, specify which pay components to calculate.
    During an on-cycle run, Workday:
    • Processes workers with an ended additional job as active workers.
    • Uses the pay component configuration on the
      General
       tab.
Can I enter payroll input for a specific position?
Yes. You can select a worker's position when using these tasks:
  • Add Payroll Input by Worker
  • Run On Demand Payment for Worker
  • Run Manual Payment for Worker
When you have position-based earnings or deductions, Workday resolves the input for the selected position. When you have worker-based earnings or deductions, Workday:
  1. Resolves the pay component for the worker.
  2. Includes the position worktag in the journal entry line.
How are earnings from multiple positions taxed?
To calculate employee and employer statutory taxes for Payroll for Canada, Workday uses the payroll processing position to determine:
  • Location
  • Payroll Reference Number
  • Province of Employment
View the pay result to see the values determined from the payroll processing position:
  • Position
  • Location
  • Payroll Reference Number
  • Province of Employment
    Based on location province or the
    Alternate Work Location
     province if one exists for the worker.
For Payroll for the UK, Workday applies tax details assigned to the worker's payroll ID. The additional position for the worker defaults to the worker's existing payroll ID.
For Payroll for the U.S., Workday applies a worker's company-specific tax elections to their total income from the same company. A worker's payroll processing position determines the relevant state income tax authorities. State unemployment insurance (SUI) taxes are always based on the location of the worker's primary position. Certain local taxes also follow the SUI state. Workers can be exempt from FICA for some positions.
Can I control access to a worker's positions?
Yes. Security groups determine which positions that a worker can access.
How can I distinguish between a worker's primary position and secondary positions?
Workday displays a plus sign next to additional positions.
When a worker ends an additional job but is still active in their primary job, does Workday generate zero gross and zero net payroll results for that ended job? (CAN, USA)
Workday doesn't generate zero gross or zero net payroll results in subsequent pay periods for the additional job. In rare cases, such as in a midperiod leave of absence, Workday might generate a payroll result that doesn't continue into subsequent pay periods.
How does Workday determine statutory payments for a worker with multiple positions? (UK)
If a worker has an additional position, Workday includes earnings from all the positions to determine if the worker meets the statutory requirements for statutory pay. If the worker receives statutory pay, this payment defaults to the worker's primary position.
How can I calculate statutory holiday pay for a worker with multiple positions? (UK)
When calculating holiday pay, Workday includes earnings from all the positions to determine the statutory holiday pay payment. This payment defaults to the worker's primary position.
How does Workday determine the FLSA status for a worker with multiple positions? (USA)
Workday groups according to what you select for
Job Exempt
 on the
Edit Job Profile
 task. When the sum of exempt scheduled hours exceeds the sum of nonexempt scheduled hours, Workday considers the worker exempt for that pay group. When exempt and nonexempt scheduled hours are equal, Workday uses the exemption status of the primary or processing position. This happens whether the job is in the same company or a different company.
Example: Joe and Marlena each have 2 positions in different pay groups and companies. Joe is scheduled to work 10 hours in his exempt primary or processing position and 30 hours in his nonexempt secondary position. Because nonexempt hours exceed exempt hours, he's considered nonexempt. You scheduled Marlena to work 20 hours in her exempt primary or processing position and 20 total hours in her nonexempt secondary positions. Because exempt and nonexempt hours are equal, she's considered exempt.
How can I recalculate a worker's FLSA for multiple jobs when there are in-progress payroll results for a pay period? (USA)
You can use the
Run Pay Calculation
 task secured to the
Process: Run Batch Calculations (Pay Calculation)
 domain in the Core Payroll functional area to calculate all in-progress payroll results for that pay period. If you use the
Re-Calculate Result
 button, Workday considers the number of scheduled hours, and the FLSA status for each of a worker's positions across all companies and calculates pay only on that specific payroll result. Avoid using the button when you have multiple gross-to-nets.