Setup Considerations: Payroll Input

What It Is

Payroll inputs enable you to add, adjust, or override payroll calculations. You can either:

Add or subtract an amount from a pay component result.

Replace a pay component result with a different value.

You can create a one-time input or an ongoing input that reoccurs in each pay period.

Business Benefits

Payroll inputs increase accuracy in payroll calculations by enabling you to adjust a calculation for an individual worker or several workers at once. You can use payroll input to:

Incorporate data from external sources, providing more flexibility in your payroll calculations.

Assign non-numeric data types to your related calculations, including text, date, and boolean.

Use Cases

Adjust or provide time or absence information from an external source.

Adjust historical pay entries.

Adjust tax calculations and amounts.

Enter one-time or ongoing earnings and deductions.

Provide bonus or incentive amounts from external sources.

For Payroll for Canada, Ireland, the UK, and the U.S.:

Enter information about loan repayments.

Provide pay rates calculated by an external source.

For Payroll for France:

Add income tax regularizations.

Provide IJSS Payment amounts.

Provide details on transportation allowances.

Questions to Consider

Questions	Considerations
How many payroll inputs do you plan to enter?	When you have only a few inputs to make, you can enter them easily through the user interface. When you have more than a few payroll inputs, you can: Use the Import Payroll Input web service to create integrations or use EIBs to mass load payroll inputs. Create a payroll input workbook to add and modify payroll input in a spreadsheet format. Data you enter in the workbook automatically updates Workday payroll inputs. Payroll inputs you enter in Workday don't automatically update the workbook; to view those updates regenerate the workbook.
Who will manage payroll inputs?	You can enable: Payroll administrators to add payroll input through tasks, a business process, or EIBs. Payroll partners to provide specific data for payroll input, by creating a payroll input workbook. Create a template in which you select which fields a user can enter data for. Then, generate a workbook that payroll partners can use to enter the data. You can also lock and unlock workbooks to prevent data entry at specific times. Example: During a payroll calculation. Nonpayroll administrators to end workers' ongoing payroll inputs as part of a termination.
How do you want to prevent users from adding payroll input for themselves?	Workday tasks automatically prevent users from adding or editing payments for themselves. Users can only add payroll input for themselves by using a web service. To prevent them from doing so, select the Payroll Web Services - Do Not Allow Add/Update for Worker as Self check box on the Edit Tenant Setup - Payroll task.
Will you want to add to a calculated amount or replace a calculated amount?	To add to a calculated amount, create an adjustment payroll input. Workday continues to display the initial calculation and creates an additional entry to increase or decrease a payment. To completely replace a calculated amount, create an override payroll input. Workday replaces the calculated amount with the payroll input amount.
How do you want to modify information that came from another Workday product area, such as Time Tracking or Absence, or provide information from an external source?	You can create: An override payroll input for pay components that rely on payroll inputs for their value. An adjustment payroll input when modifying amounts that come from Workday. You can use override or adjustment inputs in either case, but adjustment payroll inputs display both the original amount and the adjustment. When you create an adjustment input for a pay component that relies on payroll inputs for its value Workday displays a zero result for the original pay component amount.
Will you want to replace an entire payment?	You can use payroll input to override an earning, deduction, or pay component related calculation (PCRC) amount for a single on-cycle result. To replace an entire payroll result, consider creating an on-demand or manual replacement payment.
Are you adjusting compensation payments?	For adjustments to compensation one-time payments, Workday recommends that you modify the one-time compensation payment. Workday sets any associated payroll calculations to Requires Re-Calculation . If you decide to use a payroll input to adjust a one-time payment, enter an adjustment payroll input instead of an override. Also make appropriate modifications to your one-time payments in Compensation.
What data types do you want to use for your payroll inputs?	You can assign 1 of these Input Value Types to a related calculation that you enter through payroll input: Boolean Date Text Numeric If you select Text, you must also add an Input Value Lookup Table. When creating a related calculation, you can enter a Default Value that is the same data type as the input value type.
Are you adding a payment for a worker who has transferred internationally (CAN, IRL, UK, USA)?	You can create an on-demand trailing payment instead of a payroll input.
Do you need to calculate specific taxes for the payroll input (USA)?	When you activate and configure Tax Location Mapping, Workday determines which taxes to calculate based on location worktags on the payroll input. When you include a location worktag on a payroll input, Workday resolves taxes associated with the location, regardless of the worker's tax election.

Recommendations

When adding payroll input, specify batch IDs so that you can mass delete the inputs in case of error. After you complete a payroll result that uses a batch ID, you can no longer delete the batch ID.

When adjusting information from Time Tracking or Absence, modify the information at the source instead of using payroll input, and then recalculate payroll. Doing so helps ensure that:

Future adjustments to the Time Tracking or Absence data don't result in over- or under-payment.

Absence balances are accurate for payout at termination.

Other payroll calculations and reports that use the data are also accurate.

Future retro calculations use the modified values.

For Payroll for Australia, Ireland, and the UK, when adjusting tax-based pay components, be sure to add payroll input for all related PCRCs.

For Payroll for France, to modify statutory contributions, override the PCRCs of Memo deductions instead of modifying the contribution deduction. Overriding Memo deductions enables you to maintain consistent ceilings and gross wages across contribution calculations. Example: To modify the value of AGIRC-ARRCO contributions, override gross wages and ceiling values of the Memo - Reference Values for AGIRC-ARRCO [FRA]
deduction.

For Payroll for the U.S., when adding payroll input for FLSA, use start and end dates that correspond to the appropriate FLSA period.

Requirements

You can only process payroll input for workers and pay components that are configured to be included in the payroll process on the

General

tab of a run category.

To receive a payroll input, workers must also meet the pay component eligibility of the earning or deduction.

Configure the run category to include the appropriate workers and pay components.

Regardless of the configuration on the

Nonactive (On Cycle, On Demand Replacement)

tab for the run category, Workday processes one-time payroll input for non-active workers.

Limitations

Once you process a payroll input, you can't override it with a new input. When a worker has multiple override payroll inputs, Workday sums the amounts.

You can't update an existing ongoing payroll input that is in a completed payroll result. To update ongoing payroll inputs, end the existing payroll input and create a new one.

When mass deleting payroll inputs, you must delete each batch corresponding to a batch ID individually. Workday doesn't support multiselect batch deletion.

Retroactive payroll processes don't update existing payroll input amounts. When you create an adjustment payroll input, Workday can adjust the original amount, but not the adjustment payroll input.

Tenant Setup

You can use the

Edit Tenant Setup - Payroll

task to:

Prevent payroll administrators and partners from using web services to add payroll input for themselves.

Select which end date to suggest on the task for ending workers' ongoing payroll inputs as part of a termination. You can edit the date on the task.

Security

Domain	Considerations
Drive in the System functional area.	Users can access the Drive interface to view payroll input workbooks. Users with access to this domain can view all data in a workbook shared with them, regardless of other security settings related to the data. They can't edit data in the workbook. Example: Users can see data even if they don't have access rights to payroll input or the specific pay group the workbook is for.
One of these domains in the System functional area: Business Process Administration Manage: Business Process Definitions	Users can view and edit business process definitions such as the End Payroll Inputs and Termination business processes.
Set Up: Payroll (Payroll Input Workbooks) in the Core Payroll functional area.	Users can create, edit, delete, and view payroll input templates.
Worker Data: Payroll (Payroll Input) in the Core Payroll functional area.	Users can add payroll inputs. You can't restrict access to payroll inputs by pay component. Ensure that you only provide access to users who understand the impact of payroll inputs on all pay components.
Worker Data: Payroll (Payroll Input Workbooks – Workbook) in the Core Payroll functional area.	Users can generate a payroll input workbook.
Worker Data: Payroll (Payroll Input Workbook – Generate) in the Core Payroll functional area.	Users can add or update payroll inputs in generated workbooks.
Worker Data: Payroll (Payroll Input Workbook – Lock) in the Core Payroll functional area.	Users can lock payroll input workbooks.
Worker Data: Payroll (Payroll Input Workbook – Unlock) in the Core Payroll functional area.	Users can unlock payroll input workbooks.
Worksheets in the System functional area.	Users can view all data in a workbook shared with them regardless of other security settings related to the data. They can't edit data in the workbook. Example: Users can see data even when they don't have access rights to payroll input or the specific pay group the workbook is for.

Business Processes

Business Processes	Considerations
Request Payroll Inputs	Enables you to submit payroll input requests for workers, which Workday routes for review and approval.
End Payroll Inputs	As a subprocess of the Termination business process, enables you to end workers' ongoing payroll inputs as part of a termination.

Reporting

Reports or Dashboards	Considerations
Ongoing Payroll Input with Reference ID	Use to gather information required to create an EIB upload that modifies existing ongoing payroll input. Examples: Reference IDs, batch IDs.
Payroll Input by Batch ID	Use to check payroll input uploads by verifying adjustment and override totals for all payroll inputs for a specific batch ID.
Payroll Input Not Processed	Use to identify unprocessed payroll inputs.
Tenant Analyzer	Use the Validations tab on this report to identify that worker eligibility is set correctly for pay components that allow payroll input.
View Payroll Input by Worker(s)	Use to verify the existing payroll inputs for a worker, and view whether the input is used in pay calculation or retro pay calculation results.
Find Payroll Input	Use to easily view payroll inputs. When you run the report, Workday displays these details on each payroll input line: On-Cycle Payroll Result Usage Count Off-Cycle Payroll Result Usage Count Retro Payroll Result Usage Count Input Lines (PCRC and amount) You can then use various search facets to further filter the payroll input lines and click the View Payroll Input Details mass action button. This generates a detailed report of all the selected payroll inputs. To access the Find Payroll Input report, you must create a security policy for the Reports: Payroll Input domain. In the security policy add the Payroll Administrator security group with View access permission. Run the Activate Pending Security Policy Changes task.

You can use these report data sources when creating custom reports on payroll inputs:

Pay Calculation Results for Organization, Worker, Period and Date Range (As of Sub Period End Date)

Payroll Inputs

Payroll Input for Periods

When creating a custom report, you can retrieve payroll input information for a worker by using the

Payroll Inputs with Optional Filters

report field on the Worker
business object.

Integrations

Web Services	Considerations
Import Payroll Input Submit Payroll Input	Use the Import Payroll Input web service because it's optimized for bulk import. You can also use the Submit Payroll Input web service.
Terminate Employee	Use to end workers' ongoing payroll inputs as part of a termination.

Connections and Touchpoints

Features	Considerations
Gross-up calculations (CAN, FRA, IRL, UK, USA)	You can use payroll input to provide the net amount for a gross-up earning or deduction.
On-demand payments	When creating an on-demand payment, you can load existing payroll inputs as the payment values. Workday loads all active payroll input for a worker regardless of run category or pay component eligibility.
Pay components	You can configure pay components to allow payroll input or not. The worker eligibility of a pay component also determines whether a worker can receive a payroll input. Workday provides several calculations referring to payroll inputs that you can use as eligibility criteria. Examples: Payroll Input (Onetime) Exists for Pay Component and Payroll Input (Ongoing) Exists for Pay Component . Ensure that you select the appropriate eligibility for the payroll inputs you want to process. When a payroll input doesn't resolve or isn't available for input, verify the pay component configuration.
Payroll run categories	The payroll run category determines which pay components to process in a payroll run, including payroll inputs. Workday provides several processing statuses referring to payroll input that you can use to identify workers to process. Example: Terminated with Ongoing Payroll Input .
Retroactive processing	You can process retroactive payroll inputs for earnings and deductions that are configured to recalculate during a retroactive payroll calculation. Retroactive payroll processes don't update existing payroll input amounts. When you create an adjustment payroll input, Workday can adjust the original amount, but not the adjustment payroll input.
Staffing	You can configure the Termination business process to enable nonpayroll administrators to end ongoing payroll inputs.

Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your tenant. Learn more about the Workday Touchpoints Kit on Workday Community.

Other Impacts

When a period is divided into multiple subperiods, Workday applies these processing rules for payroll inputs:

For one-time payroll inputs: Workday processes the entire input in the subperiod that has the input end date.

For ongoing payroll inputs: Workday resolves the input in each subperiod, and applies proration if specified.

For gross-to-net proration, you can set worker eligibility for the pay component to resolve only once per pay period.