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Administrator Guide
Last Updated: 2024-05-03
Create or Edit a Common Pay Agent (USA)

Create or Edit a Common Pay Agent (USA)

Security:
Set Up: Payroll (Tax Filing/W-2s) - USA
 domain in the USA Payroll functional area.
Designate a company as the common pay agent for a group of companies.
Workday doesn't support common pay agent company relationships for workers who have an international assignment position in the U.S.
  1. Access the
    Create Company Relationship
     or
    Edit Company Relationship
     task.
  2. From the
    Company Relationship Type
     field, select
    Common Pay Agent
    .
  3. As you complete the task consider:
    Field
    Description
    Effective as-of Tax Year
    Relationships are in effect for the entire tax year.
    Inactive as-of Tax Year
    Relationships are no longer in effect as of the start of the tax year.
    Represented by Company
    The common pay agent; you can enter only 1 company.
    Federal Tax ID
    Workday uses the common pay agent FEIN.
    Related Companies
    The companies that the common pay agent represents; you can enter multiple companies.
    • Only companies with a federal tax ID (FEIN) or pending tax ID (
      Applied for
      ) are available from these prompts.
    • A representing or related company can't represent another group, and can't be a member of another group.
  4. Add specific state and local taxes on the
    Tax Reporting Configuration
     grid.
    Field
    Description
    Payroll State Authority
    You can only select states that you set up for the
    Represented by Company
     or
    Related Companies
    .
    When you configure this field, Workday displays the common pay agent, the
    Represented by Company
    , EIN for all the related companies. Example: You select a New York state authority. Workday uses the New York EIN of the common pay agent for the related companies.
    Tax Components Included for Reporting
    Select deductions to include them in the tax configuration of the common pay agent.
By default, Workday uses the common pay agent for Federal withholding and FICA taxes (minus FUTA).
Employee W-2s for the common pay agent and related companies display:
  • Box b: The EIN of the common pay agent.
  • Box c:
    • Name of the common pay agent.
    • Address of the common pay agent.
Employee W-2s for the related companies display
Agent for
 and the name of the worker's company in Box c.
You can use the
Delete Common Pay Agent
 task to delete a common pay agent at any time.
Common Pay Agent Reports
Report
Description
All Common Pay Agents
View the common pay agent and related companies, along with the state authorities and tax components for this relationship.
Tax Filing Periodic Data by Common Pay Agent
You can view taxable wages, subject wages, and gender counts for the related companies.
Tax Filing Quarterly Data by Common Pay Agent
For the related companies you can view QTD and YTD totals for:
  • Tax withheld
  • Taxable wages
  • Subject wages
  • Gross amount
Common Pay Agent Web Services
  • Get Common Pay Agent
  • Put Common Pay Agent