Skip to main content
Documentation
Documentation
Administrator Guide
Last Updated: 2023-06-23
Assign UK Payroll ID for Worker (UK)

Assign UK Payroll ID for Worker (UK)

Configure the
Assign UK Payroll ID
 business process and security policy in the UK Payroll functional area.
Assign a payroll ID to a worker. Workday recommends that you add this task as a step in the
Hire
 business process definition, to ensure that payroll administrators assign a payroll ID for the worker. A transferred, or terminated and rehired, worker requires a new payroll ID.
In addition, you can assign a payroll ID as a step in these business process definitions. Workday won't create an ID if the worker's already a member of a UK pay group:
  • Change Job
  • Change Organization Assignments
You can use these web services to integrate with other sources of legacy payroll IDs:
  • Put Payroll ID
  • Get Payroll IDs
  1. Access the
    Assign UK Payroll ID
     task.
  2. Select the
    Worker
    .
  3. As you complete the task, consider:
    Option Description
    Effective Date
    Automatically populates from the worker's
    Hire Date
    . Use the worker's
    Hire Date
     when:
    • You hire a new worker and use Workday Payroll for the UK.
    • You migrate data from a legacy payroll, and the worker has no changes in the legacy payroll between their hire date and the first processing of their pay in Workday.
    Use the worker's
    Rehire Date
     when you:
    • Rehire a previous worker and use Workday Payroll for the UK.
    • Migrate data from a legacy payroll, and the worker has no changes in the legacy payroll between their rehire date and the first processing of their pay in Workday.
    Use the worker's
    Transfer Date
     when you transfer a worker:
    • Who already has a record in Workday, from a company outside the UK to a UK company.
    • From a UK Employer Reference to a different UK Employer Reference.
    If the worker's transferring in the future, enter their scheduled transfer date.
    Reason
    Select the reason for the new payroll ID.
    • Employer Reference Transfer
      : You're transferring a worker between UK Employer References. The Employer PAYE Reference and HMRC Office Number Tax IDs for the companies are different.
    • International Transfer
      : You're transferring the worker into a UK Employer Reference from another country.
    • New Hire
      : You're recording a worker who is new to your company and Workday Payroll.
    • Rehire
      : You've rehired a previous worker.
    • Payroll ID Change (Implementation)
      : This reason is only available when loading payroll ID data using the
      Put Payroll ID
       web service. When migrating data from a legacy payroll, Workday uses this reason to indicate to HMRC that there’s a payroll ID change for the worker.
Workday generates the payroll ID for the worker. The payroll ID is used throughout Payroll for the UK, reported to HMRC, and functions as a filter worktag in pay balances and pay accumulations.
To check the existence of payroll IDs, access the
View UK Payroll ID History
 task.
For workers assigned a payroll ID outside of the
Hire
 business process, you can update the effective date of their payroll ID to match their hire date if they don't have existing payroll results. Select
Worker History
View Worker History
 from the worker's related actions menu, and select
Business Process
Correct
 from the related actions of the
Assign UK Payroll ID
 business process. When you use the
Hire
 business process to assign a payroll ID, Workday automatically updates the effective date of the payroll ID if the hire date changes.