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Administrator Guide
Last Updated: 2023-06-23
Steps: Using Payroll Input Workbooks

Steps: Using Payroll Input Workbooks

  • Set up Drive.
  • Set up Worksheets.
  • Security: These domains in the Core Payroll functional area:
    • Set Up: Payroll (Payroll Input Workbooks)
      .
    • Worker Data: Payroll (Payroll Input Workbooks)
      .
    • Worker Data: Payroll (Payroll Input Workbooks - Generate)
      .
    • Worker Data: Payroll (Payroll Input Workbooks - Lock)
      .
    • Worker Data: Payroll (Payroll Input Workbooks - Unlock)
      .
Workday recommends that you add only the payroll administrator to the Lock and Unlock domain security policies. This configuration gives them the responsibility and sole privilege to lock and unlock shared workbooks.
Payroll input workbooks enable you to change or add payroll inputs for a pay group in a familiar, centralized spreadsheet environment. Updates in workbooks also reflect in the worker profiles in real time.
Workday enables you to:
  • Configure payroll input templates for specific pay components and valid values.
  • Generate workbooks that automatically include existing payroll inputs based on the pay group and date range you select.
  • Add, edit, or delete payroll inputs using workbooks.
  • Share workbooks with payroll and non-payroll stakeholders for simultaneous collaboration.
Example: Using a shared payroll input workbook, a payroll partner can add monthly payroll inputs for a pay group and collaborate with a payroll administrator to ensure accuracy.
  1. Example: You can create separate payroll input templates for bonuses, charitable contributions, and wellness reimbursements.
  2. When you generate a workbook, it contains the fields defined in the template. It enables you to add, edit, or delete payroll inputs for a specific pay group and date range.
    Workday displays a link to the generated workbook and saves it in your Drive.
    Example: You can generate a workbook for wellness reimbursements for a USA monthly pay group.
  3. Edit workbooks.
    The active entry area displays inside a green dashed outline in the workbook. To add new data, you must insert a row.
    Example: You can add or change ongoing payroll inputs in a workbook generated for wellness reimbursements for a USA Monthly pay group.
  4. (Optional) Share the payroll input workbook for collaboration.
    Click
    Share
     and select specific users to grant edit or view permissions.
    Users receive a Workday notification and (if enabled) an email.
    Users can update the workbook simultaneously.
  5. (Optional) Select
    Payroll Input
    Lock
     from the payroll input workbook related action menu to prevent further updates in the entry area.
    Once locked:
    • You can still edit cells outside the entry area to make notes.
    • You can unlock the worksheet to enable changes again in the entry area.
    • You can remove workbooks from your Drive only when they’re locked.
    Security: These domains in the Core Payroll functional area:
    • Worker Data: Payroll (Payroll Input Workbooks - Lock)
      .
    • Worker Data: Payroll (Payroll Input Workbooks - Unlock)
      .